Currently CMx supports below languages as part of internationalization and localization efforts, however, the goal is to support all available languages at some point.
if you think a language is missing in below list, let us know at support@sysintellects.com and we will gladly add the language in the next immediate release:
All the emails generated from CMx are by default with an email address named: “noreply@sysintellects.com”
As a CMx administrator who have access to Company Profile and Advanced Configurations, there is an option to change that “noreply@sysintellects.com” to your own company email by following below steps:
Step 1: Request your IT team to Create a new (or use existing email) SMTP email inbox for use by CMx . For example: contract-management@yourcompany.com . Make sure your IT team provides you the configuration description values especially the underlined ones.
Step 2: Add below configurations to Company Profile → Advanced Configurations
In Order to configure custom SMTP email - from address instead of using “noreply@sysintellects.com” , Go to Company Profile → Advanced Configuration and add below configurations with correct values.
How the Company's Communication Process Benefits the Client Throughout the Project
When you partner with our company, a robust communication process ensures you're involved every step of the way, from the initial consultation to the project's close. Here's how it benefits you:
- Initial Engagement: From the very first meeting, you'll experience open dialogues where your ideas shape the design discussion. We prioritize understanding your vision, ensuring your input lays the groundwork for the project.
- Ongoing Updates: Throughout the entire project lifecycle, we maintain consistent communication. You'll receive regular updates and have the opportunity to provide feedback, ensuring that the project aligns with your expectations.
- Tailored Decision Making: Your involvement in key decisions allows us to tailor the project to your specific needs, giving you control and ensuring satisfaction with the final outcome.
- Attention to Detail: We emphasize meticulous attention to detail. Our focused communication channels mean that quality and every intricate aspect receive the attention they deserve, ultimately benefiting you with a superior end product.
This seamless communication process not only keeps you informed but deeply integrates your needs and expectations into the project, resulting in a product that truly reflects your vision.
What is the Level of Communication Between the Builder and the Client During a Project?
The communication between the builder and the client is highly comprehensive and interactive. From the initial consultation and design discussions, every aspect of the project is openly reviewed and planned in collaboration with the client. This ensures that the client's vision is at the heart of the project.
- Initial Consultation: Right from the start, clients are engaged in thorough discussions to outline their needs and aspirations.
- Continuous Updates: Throughout the project's lifecycle, regular updates and evaluations are provided, ensuring that clients are never left in the dark about progress.
- Client-Driven Decisions: Every decision made during the project is directly influenced by the client's feedback and preferences, ensuring their satisfaction with the project's direction.
- Attention to Detail: A meticulous focus on every detail, quality, and aspect of the project highlights the builder's commitment to meeting client expectations.
This constant and detailed communication ensures that the client feels involved and valued throughout the entire process.
Goto Manage Configurations from Logout Menu and then Click on Create New Configuration.
Following account level configurations are supported by CMx.
Contract Stage and Status
Download URL: https://s3.amazonaws.com/cmx-downloads/CMxWordSetup.msi
How to install the Word Plugin
- Once the user logs into the application, by clicking on his username, a user will be able to see a menu option "Download Word Plugin". Clicking on "Download Word Plugin" will download the installer locally which can be installed.
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2. Double Click on the Installer Downloaded to proceed with the installation
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3. Click on the "Next" button.
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4. Click on the "Next" button.
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5. Click on the "Close" button and on opening MS Word, a user should be able to see the CMx plugin.
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6. The user can sign in by Clicking on "Sign-in" option from the menu. Once the user logs in by providing valid credentials, the menu options to search Clause Library, Contract, Templates etc.
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Search for Existing Clauses in the System.
Once the user has successfully signed in, Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By selecting the clause category and clicking on "Search", the application will display the clauses for the selected category
- Search by Clause Category
- Search by Clause Name
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A user can drag and drop the clause from the results to the document pane.
Search for all Existing Clauses list in the System.
Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By clicking on "Search", an application will display the list of all the clauses in the system.
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Search for existing Contracts in the system.
Clicking on "Contract Repository" will provide the user with an option to search for the Contract created for the Organization. The application provided the user to search by Contract Number, Contract Title, Contract Owners, Department, Location, Contracting Party, Contracting Party type etc.
Ex: Search by Contract Number:
Enter Contract Number in the Keyword field and select "Contract Number" and click on "Search".
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Ex: Search by Contract Title:
Enter Contract Title in the Keyword field and select "Contract Title" and click on "Search".
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Ex: Search by Contract Owners
Enter Contract Owners in the Keyword field and select "Contract Owners" and click on "Search".
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Ex: Search by Departments:
Enter Departments in the Keyword field and select "Departments" and click on "Search".
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Ex: Search by Locations
Enter Locations in the Keyword field and select "Locations" and click on "Search".
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Ex: Search by Contracting Party
Enter Contracting Party in the Keyword field and select "Contracting Party" and click on "Search".
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Ex: Search by Contracting Party Type:
Enter Contracting Party Type in the Keyword field and select "Contracting Party Type" and click on "Search".
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Ex: Search by Document Attachment Contents:
Select "Document Attachment Contents" and click on "Search".
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Ex: Search by Document Attachment File Name:
Enter Document name in a keyword, Select "Document Attachment File Name" and click on "Search".
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Search for existing Contract templates in the System
The application provides the user to search for existing Contract templates in the system, which are tied to a Contract type. The user can search for those templates, and modify those templates from the Authoring plugin
Clicking on the Templates, the menu option will provide the user with options to search for Contract types in the system.
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The user can double click on the template document attached and make modifications to the template and save the document.
CMx Word Plugin Screenshots:
Using Generate Contract function, you can generate word documents from MS Word template embedded with custom field values (When required) with the click of a button and share it internally or externally within CMx.
See Quick Demonstration Video here:
https://drive.google.com/file/d/1VpirdthME1VcClqgOUYCiGRii0kPXrp8/view
Follow below setup for creating a word template and annotating the word template with replaceable values wherever required within the word document:
(1) Creating a Microsoft Word Template Document.
Download Here. (Note: This is a simple .docx file with annotations which is used as a master template document for generating further documents from it)
Note the annotations within ${}, these are the dynamic fields CMx replaces with actual values when generating the word contract document. For example ${ContractingParty} refers to the party name with whom the contractual obligation is being made.
Reserved Keywords (NOT to use in Custom Field Names)
Annotating Commonly Used Fields
Annotating using Default Main Fields
By default CMx adds below properties into the generated document when embedded within the word template document:
Annotating using Custom Fields
Use below steps to annotate MS Word document using Custom Fields.
- Create Custom Field Form in CMx without any white spaces.
- Use the same exact field name (case sensitive) to annotate similar to default main fields above
- For example, if the field name is: BillingRate, the annotated value in the template will be: ${BillingRate}
Note: Spaces and special characters are NOT allowed in custom field annotations, means no ' and ô or any other special characters.
Supported Additional Template Fields
CMx adds below properties into the generated document when embedded within the word template document:
(3) Generated Contract Document:
And the Contract Generated will have the data in tabular format once annotated correctly.
(2) Create Contract Template in CMx with the MS Word document annotated in Step 1.
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
(3) Create Custom Field Form in CMx if there are any custom field values that are required in the generated Contract Word Document. (OPTIONAL STEP)
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example: "Billing Rate" is not supported. The correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text".
Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
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Add all the required single line text fields that you need following above steps.
Once done, Scroll all the way down and click on Create or Update button to save the custom field form.
(3) Create a Contract Type and attach the Contract Template and Custom Field Form created in step 1 and 2 above.
Click on Contract Types from the left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
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In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Click here: 3. Permission Schemes for knowing more on how to Manage Permission schemes...
CMx provides ample feature for specifying Roles to different users based on the tasks they need to perform.
Admin User can Manage details of each Role. In Role business, users can Manage and Create Role.
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Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
For more Information on how to do the Create/Update/Delete Role click here: 4. Role
Users are the inevitable part of any Contract Management systems.
Admin User can Manage User details. Business users can Manage and Create User.
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Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration. In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password button to reset the password for that particular record.
For more information on how to setup a user click here: 5. User
Admin User can Manage Company Location details.
In Location business, users can Manage and Create Location and these locations will be associated with different Departments.
Manage Location screen displays the list of all existing Location. To view the manage screen, click on Location link in the menu under Administration.
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Note: The Location associated with specific Department, if that Department is associated with particular Contract, then the Location cannot be deleted.
For information on how to do the Create/Update/Delete Location click here... 2. Location
Department is a specialized functional area within an organization or a division, such as accounting, marketing, planning, etc. where the admin user can manage company’s department details.
Admin user can manage Company department details. In Department, business users can Manage and Create departments.
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Each department is assigned to locations and Location cannot be deleted unless that department is used in any of contracts...
For more details click here....: 1. Department
Contract Clause Category concerns with specific clauses.
Clause Category conceptualize the idea of grouping clauses of specific category or buckets so that it makes organizing clauses easier.
For example, all the Legal clauses can be categorized into Legal Clause.
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Click here: 2. Clause Category to know more about how to Create/Edit/Delete actions are done in Clause Category.
Special Terms and Conditions for the Contracts are stored in Clause Library.
Clause Library is the central storage area where all of your organization's clause text's are stored so that they can be reused again in new or existing contracts.
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For knowing more about how to implement Create/Edit/Delete on Clause Library, click here: 1. Clause Library
These are Standard forms of contract which is usually a pre-printed contract containing set clauses.
This feature provides user to manage contract templates which can contain user-defined custom fields.
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Contract Template is the centralized area where all the template documents across the company can be stored and updated. A contract template is used in Generating Contract using CMx.
In this feature, the user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
For more details on how to work on Contract Template, click here: g. Contract Templates
Contracting Party type refers to the various types/buckets contracting party can be categorized.
This feature provides user to manage contracting party type.
For more details on how to Create/Update/Delete, Contracting Party clicks on the link : i. Contracting Party Type
Contracting Party is the business entity that enters into a legally binding contract with the current organization who creates the contract.
This feature provides user to manage contracting party details.
While creating Contracting Party user need to provide details of all the entities in the Contracting Party form along with Contact details.
Click: h. Contracting Party for more details on how to implement Contracting Party[Create/Update/Delete].
Custom Field Form is a user-defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from the menu, Manage Custom Field Form Page displays with following columns in the grid.
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Custom filed form feature helps the CMx user to customize the forms as per the user needs in an effective and easy manner.
For how to Process Custom Field Form details click here: f. Custom Field Form
Contract Types are used to classify a contract based on the functional context.
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create Contract Type button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
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For the step by step procedure to How to Create/Edit/Delete, Contract Type click here: e. Contract Types
Workflow is a Progression of steps /tasks that comprise a work process, involve two or more persons.
This Provides user to define a workflow for contract approvals.
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For more info on how to work with Approval Workflow, click on the link: k. Approval Workflow
Once a contract has been created in the system, contract owner can send the contract for Review as per the workflow configured for the contract
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
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For sending a contract for internal review click here to follow the steps involved: f. Sent For Internal Review
CMx provides options to restrict view and edit access at the contract level.
To access this feature goto Create or Edit Contract which you want to restrict access to and Click on the Lock Icon towards the top right of the Contract Screen.
This user action will bring up the Restrictions Pop Up where the user can select the user(s) and/or group(s) with whom the access of the contract is to be restricted.
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Once the User(s) and/or Group(s) are selected, click on Save Changes to finalize the changes. This action enables the contract to be visible or editable or both for the set of user(s) and/or Group(s).
CMx user can export the contracts that he has access to.
- Click on Export Contracts link from the left navigation menu and then again click on Export Contracts, page displays with existing contracts in the system
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- Choose the contracts by checking the checkbox, which has to be exported.
- On selecting the contracts, click on "Export" tab on the extreme right side of the export screen.
- All metadata goes in as a single excel file, with all contract details.
- Each individual folder named with contract number-contract title format.
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The extracted excel file :
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CMx provides a distinguished feature to Import external Contracts and Contracting Party into the system.
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There are two options to fulfill the Import actions.
a. Basic Import
b. Import by Contracting Party
While importing Contracts user needs to correct the errors in Pre-validation Grid and Click on Import button on right side corner to import the validated contracts.
The imported actions can be viewed in Import Status Tab.
For more details on how to import a Contract or Contracting Party, click on the Link: l. Import Contracts
CMx provides ample feature for searching any type of data in CMx both text type content in text documents and from image files as well.
Advanced Search facility can be utilized by users to accomplish all the searches in CMx by both Filtered Search and Full-Text Search, thereby searching any content in contracts of CMx.
The Advanced Search Menu is linked to the Contract Repository and user can select that option to do the searching in CMx
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For more details on How to do Advanced Search, click here: b. Advanced Search
Users who have permission to delete a contract already existed in manage contacts list can be purged by the user.
The Purge Contract option is attached to Contract Number submenu in manage contract as well as in Advance search Filtered Search- Contract Number link
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Click on the following link to get more information on How to Delete a contract: j. Purge Contract
Contract Creation is one of the most important activities in Contract Management system.
Any user who have to create permission assigned to creating a contract can create a new contract by adding documents, Clauses, Milestones, Notes, Restrictions etc...
For Creating a contract user can either click on the Create Contract Button in the Manage Contract Page or can choose the direct link in Contract Repository submenu.
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For Detailed information on how to Create a Contract, click here: d. Create Contract
Manage contracts screen displays the list of all existing contracts in a centralized Grid with many features added to it for accomplishing different purposes on each contract.
To view the manage screen, click on Manage Contracts link in the menu.
In the Manage contracts screen, the user can notice different options, one to Create contract button to create a new contract, click on Contract number drop-down, where you can see different actions and Contract Settings Button to set values on contracts while create/update.
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For more information on How does Manage Contract Works, click here: c. Manage Contracts
Getting Started
This session gives the User hints on how to accomplish each action on CMx.
a. How to work on Manage Contracts in CMx?
b. How to Create Contract in CMx?
d. How to do Advanced Search in CMx?
e. How to Import Contracts to CMx?
f. How to Export Contracts from CMx?
g. How to Restrict Access At Contract Level?
h. How to Sent a Contract for Internal Review?
i. How to Create/Update/Delete Approval Workflow?
j. How to Create/Edit/Delete Contract Types?
k. How to Create/Edit/Delete Custom Field Form?
l. How to Add/Edit/Delete Contracting Party?
m. How to set up Contracting Party Type in CMx?
n. How to Set up a Contract Template in CMx?
o.How to Access Clause Library?
p. How to work on Clause Category?
q. How to Create/Update/Delete a Department?
r. How To Create/Update/Delete Locations in CMx?
s. How to Setup a new user in CMx?
t. How to set Roles for Users?
u. How to Manage Permission Schemes in CMx?
Email notifications in CMx may be configured with custom email formats in html or plain text. Please use Manage Configurations to create configuration name and description described below for customizing various email template formats:
Approval and Sign notifications:
Configuration Name:
Mandatory variables in email template (Must be available):
Example:
Configuration description:
Contract Expire notification:
Configuration:
Mandatory variables in email template (Must be available):
Share Document notification:
Configuration:
Example:
Milestone Expired notification:
Configuration:
Possible variables:
Request Creation Successful:
Configuration:
Possible variables:
New User Invite notification:
Configuration:
Possible variables:
Sign Request notification:
Configuration:
Possible variables:
Sign Complete notification:
Configuration:
Possible variables:
The final signed PDF document will be attached to email message.
Send Contract to External Review notification:
Configuration:
Possible variables:
Send notification on complete the Manual signature:
Configuration:
Possible variables:
Contract Send for Approval notification:
Configuration:
Possible variables:
Contract Requested Changes notification:
Configuration:
Possible variables:
Workflow Step approval notification:
Configuration:
Possible variables:
Task Reminder notification:
Configuration:
Possible variables:
Report notification:
Configuration:
Possible variables:
HTML Sample
This section provides details about the various email notifications and other types of alerts generated by CMx.
Contract Expiry Email
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Contract Review Request Email
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Approval Workflow Step
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Shared Document Notification Mail
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Milestone Review Notification Email
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Contract Sign Request Email
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Signature Completed Email
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CMx Contract Experience product is available in two versions:
(1) Cloud Contract Management Software
(2) On-Premises/ In-Office Contract Management Software
CMx provides product support for all its features and users can ask queries and sent feedback to:
Email support@contractexperience.com
Thank You!
In order to configure custom email sender address, below steps needs to be done and confirmed by someone from your IT team so that CMx can use your preferred verified sender email:
(1) Create a new email address inbox, which will be used to send automatic notification emails from Contract Management System (CMx). We do not need access to this email inbox and only you will have access.
Examples:
contracts@yourdomain.com
notifications@yourdomain.com
cmx@yourdomain.com
This shall be a “noreply” kind of email. for which you can be the “owner” of this address.
(2) “n order to configure the sender email in CMx instance, there are few steps that need to be done by your IT or someone who can access to your domain (yourdomain.com) DNS records:
The steps include verification of the domain, DKIM and SPF settings of the sender domain which is explained in detail in below URL , so the person should have access to make additions (adding TXT records) to the existing DNS records.
Below is a sample of our current configuration for "noreply@sysintellects.com" for which you can see that it is verified (all green checks) , DKIM Valid and SPF Valid.
(3) Once above 2 steps are done please confirm back to us at : support@sysintellects.com and we will check and make sure it shows green and do the rest of the configuration.
For best user experience with CMx, enabling below browser setting is recommended:
- Add your CMx URL to trusted sites in your Browser.
For example if you are using Chrome or Fiefox or Safari or IE , follow below steps (Note: In different browsers , this setting will be usually in Browser Options or Browser Preferences)
In IE 11, Click on the Tools Settings icon → Internet Options → Security Tab → Trusted Sites → Click sites button
This section covers all best practices, standard operating procedures, and troubleshooting for specific issues in CMx Contract Experience Platform.
Contact: support@sysintellects.com in case if you are not able to find a resolution for your specific problem here.
Browser Support:
By default, CMx Supports all modern browsers such as Internet Explorer, Google Chrome, Mozilla Firefox, Safari, and Opera. However, due to the differences in browser implementations, there may be a need to change few settings in some of the browsers and this knowledge base captures them all.
Only Admin can View and update the company details in Company Profile page.
How to View and Update Company Profile page:
- Click on the Company profile link from menu under Organization Setting
2.Company Profile Page displays with the Following sections-
a. Organization Details
b. Primary Contact Details
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Organization Details:
Under organization detail we have following Default entry fields.
- Name
- Company Website
- Address Line 1
- Portal URL Short Name
- Address Line 2
- Select Industry Type
- Select the Country
- Select State
- Company Phone
- City
- Zip Code
- Primary Contact Details:
- Under primary Contact Details we have following Fields
- Primary Contact’s First Name
- Primary Contact’s Last Name
- Primary Phone
- Alternate Phone - This is not a mandatory field, however alternate phone and primary phone cannot be the same.
- Logo : There is a logo section in company profile, click on "Choose file" where company administrator can update the cropped company logo . This logo is visible in the custom account login page.
Company logo is saved .
All the above fields are default entries,you can view and update the changes and Click on "Submit" button.
If there are no changes,and get back to the Dashboard page click on "Cancel" button.
Admin User can Manage details of each Group.
Different Users can be assigned to groups for specific activities.
Manage Group
Manage Group screen displays the list of all existing available groups.
To view the manage screen, click on Group link in the menu under Organization Settings.
In the Manage Role screen, click on Create button to create a new Group, click on Edit button to update an existing record, click on delete button to delete the record.
Create Group
To Create a new Group
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- Enter the Name and Description
- Select Group Type.
- Check/Unchecked Is Active button.
- Click on Create button
- New Group is created in the system and navigates to the Manage screen, displaying the newly created Group.
Edit Group
To edit an existing Group:
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- Click on the Edit button in the manage screen
- Update Group screen is displayed
- Edit the Name, Description, or GroupType.
- Click on Update button
- Changes to the Group are updated in the system
Delete Group
To delete an existing Group:
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- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Group record is deleted in the system.
Admin User can Manage User details.
Business users can Manage and Create User.
Manage User:
Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration.
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In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password to reset password.
Create User:
To create a new User:
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- Enter the First Name,Last Name,Email and Primary Contact Number.
- Select Location,Department and Role.
- Click on Create button
- New User is created in the system and navigates to the Manage screen, displaying the newly created User.
- Once user is created successfully in the system an email is sent to the user containing CMx URL and Email along with a temporary password.
- when the user clicks on the CMx URL and login using Email and temporary password ,“Terms Of Use” page and change password screen is displayed.
- On changing the password successfully , a message is displayed and the user is navigated to the Dashboard.
Edit User
To edit a existing User:
- Click on the Edit button in the manage screen
- User edit screen is displayed
- Edit the required field.
- Click on Update button
- Changes to the User are updated in the system
Reset Password
Admin can reset password for existent users.
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- Click on Reset Password button in Manage screen
- System generated user password will be reset and "Successful" alert will be displayed.
Admin User can Manage details of each Role.
In Role business users can Manage and Create Role.
Manage Role:
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Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
Create Role:
To create a new Role:
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- Enter the Name and Description
- Select Permission scheme.
- Click on Create button
- New Role is created in the system and navigates to the Manage screen, displaying the newly created Role.
Edit Role
To edit a existing Role:
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- Click on the Edit button in the manage screen
- Role edit screen is displayed
- Edit the Name, Description,or Permission scheme.
- Click on Update button
- Changes to the Role are updated in the system
Delete Role
To delete a existing Role:
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- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Role record is deleted in the system.
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes:
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
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In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Create Permission Schemes:
To create a new Permission Schemes:
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- Enter the Name and Description
- Assign the permissions for each Scheme.
- Click on Create button
- New Permission Schemes is created in the system and navigates to the Manage screen, displaying the newly created Permission Schemes.
Edit Permission Schemes
To edit a existing Permission Schemes:
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- Click on the Edit button in the manage screen
- Permission Schemes edit screen is displayed
- Edit the Name, Description,or Permissions.
- Click on Update button
- Changes to the Permission Schemes are updated in the system
Delete Permission Schemes
To delete a existing Permission Schemes:
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Permission Schemes record is deleted in the system.
Admin User can Manage Company Location details.In Location business users can Manage and Create Location.
Manage Location:
Manage Location screen displays the list of all existing Location.
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To view the manage screen, click on Location link in the menu under Administration. In the Manage Location screen, click on Create button to create a new Location, click on Edit button to update an existing record, click on delete button to delete the record.
Create Location:
To create a new Location:
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- Enter the Name ,Description,Address 1(Mandatory),Address 2(Optional ).
- Select Country and State.
- Enter City and Zip code.
- Click on Create button
- New Location is created in the system and navigates to the Manage screen, displaying the newly created Location.
Edit Location
To edit a existing Location:
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- Click on the Edit button in the manage screen
- Location edit screen is displayed
- Edit the required field.
- Click on Update button
- Changes to the Location are updated in the system
Delete Location
To delete a existing Location:
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- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Location record is deleted in the system.
Note:The Location associated with specific Department,if that Department is associated with particular Contract,then the Location cannot be deleted.
Admin User can Manage Company department details.In Department business users can Manage and Create departments.
Manage Department:
Manage Department screen displays the list of all existing Department.
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To view the manage screen, click on Department link in the menu under Administration. In the Manage Department screen, click on Create button to create a new Department, click on Edit button to update an existing record, click on delete button to delete the record.
Create Department:
To create a new Department:
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- Enter the Name and Description
- Select Location.
- Click on Create button
- New Department is created in the system and navigates to the Manage screen, displaying the newly created Department.
Edit Department
To edit a existing Department:
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- Click on the Edit button in the manage screen
- Department edit screen is displayed
- Edit the Name, Description,or Location.
- Click on Update button
- Changes to the Department are updated in the system
Delete Department
To delete a existing Department:
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- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Department record is deleted in the system.
CMx ElectroSign provides inbuilt Signature support, follow the below process to send documents for signature:
Note: cmx.electrosign.sendsigneddoc = true in advanced configuration is required to send the final signed pdf to multiple recipients
Terminologies
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to the signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
Electronic Signature Security
By default CMx Electronic/Digital Signature offers below forms of security to make sure it's validity across different geographies and global laws. In United States, this process follows the e-sign act :
Pre-Signature Security Considerations
- In addition to sending links in emails for signature, there are many other multi-factor authentication mechanisms can be configured with CMx including below:
- Sending a unique code of very short validation prior to signing to make sure the signing code is retrieved from the user email ( whose email is secured by a password) and it is applied before signing.
- Requesting a unique code from MFA (Multi-factor authentication) mechanisms like Google Authenticator prior to signing.
- Text or SMS to the users mobile number prior to signature. This depends on which part of the world the user is located.
- Terms and conditions for each contract type can be customized and displayed to the user prior to using CMx electronic signature.(Default Behavior)
- Request a unique verification code from email prior to signing. So when first time if the user is external, the external user has to sign up first time, create an external user account with CMx providing basic details like useremail,password , validation of verification code and 2 security questions in case if the user forgets the password. After first time, the user can login to the CMx system every time they want to do electronic signature and every time when they sign a unique verification code needs to be entered after successful login and prior to the signing electronically..(Default Behavior)
Post-Signature Security Considerations
- CMx ElectroSign is based on public/private key pair of signatures based on PKI (Public Key Infrastructure) which ensures the signed document cannot be forged or changed after it is signed.
- Signed documents are sent to the emails of relevant parties and kept in safe records storage for future reference.
Manage Signature Packages
From the left navigation menu, click on Signature menu option to start the send signature process.
All the packages that have already sent for signature by the user are listed in this screen. This page also displays the status of each package, the date sent for signature and the recipients who are signers of the documents in the package.
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Starting Signature Process
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
- Once both the document and the recipients are entered, click on Next button in the top right section of the screen.
- Next step is to prepare the document for the Signature process by marking the places where the signature should be placed.
- Drag and drop the icon with pen in the document where it should be signed by the recipient. (See below screenshot).
- You can navigate to any page in the document by clicking on the Previous or Next Button in the document bar and place the Sign Here tab.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
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A new signature package record is created and should be visible in the Manage Signature Packages screen:
Signing Ceremony by Recipients
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
Exiting User can Change the password using Change Password Link.
How to Change the Password:
- Click on Change Password link from the menu.
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- Page displays with "Enter Old Password", "Enter New password", "Re-Enter New password" fields.
- Enter old Password, New password, Re-enter New Password.
- Click on "change password" button.
- The old password will be updated with a new password.
To delete and go back to Dashboard page click on "Cancel" button.
Audit Report -
- Displays all user activities that is done using CMx.
- Makes the life of auditors or users with audit role easier.
- All functionalities like User Login, Contract creation, Updation, Deletion and every detail of user activities are recorded in the Audit Trail List with time and date specified.
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CMx provides ability to combine or merge multiple word documents (Note: PDFs are not supported) and create an amended document as a result.
Follow below steps for creating an amendment:
From any contract which already has two word documents (docx files) ,from the contract number menu , click on : Create Amendment option and select any 2 documents:
Once the documents are merged , the combined document is generated and displayed in a window:
Export Metadata
All metadata from CMx contract records including custom field values can be exported from CMx from the Export page and clicking on the Export Metadata button.
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Export contracts
CMx user can export the contracts that he has access to.
- Click on Export Contracts link from the menu, page displays with existing contracts in the system.
- Choose the contracts by checking the checkbox, which has to be exported.
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- On selecting the contracts, click on "Export" tab on the extreme right side of the export screen.
- All metadata goes in as a single excel file, with all contract details.
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- Each individual folder named with contract number-contract title format.
Once the import is submitted, a message is displayed to the user stating "Import Job is successfully scheduled"
- Click on the import Status option from left side menu , "Import Status" screen is displayed to the user.with below columns:
- Import Job Number
- Import Date : (Date and Time Stamp) - Most recent first.
- Contract Metadata Excel File Name
- Successfully Import Record Count
Displays the number of records that was successfully imported. - Failed Import Record Count
Displays number of records that failed was failed in the import.
Import Status Tab
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CMx user can import the Contracting Party lists either bulk or single lists that he has access to.
- User clicks on Import contracts link from Menu and then click on Basic Import
- File drop zone area page displays.
- Drag and drop the excel file into the drop zone area or click on the arrow icon, select the file and open.
- Only one excel file can be dropped into drop zone on each import. Error displayed to the user If there are more than one excel file dropped.
- Also, the template of the excel file should be same as in download sample template and otherwise it will result in import error.
NOTE : When importing Contracting Party using metadata excel, keep only Contracting Party sheet in the metadata excel and remove/delete the Contracts sheet.
If this step is not completed, then an error will be displayed in Import pre-validation grid which will prevent the import of contracting parties.
Downloaded Import Sample Template
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- After clicking on Import button on right top of the page a confirmation alert message is displayed and the user can confirm "Start import Job" action button.
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- Once the contracting party list is imported successfully, the user can view the imported list in the Manage Contracting Party Grid.
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CMx user can import the contracts that he has access to.
- Click on Import contracts link from Menu,
- Download the sample template by clicking on the "click here" link and extract the contents to a new folder.
- Extracting to a new folder is important since we have found that without that and dragging and dropping directly from compressed zip file does not show the files in the import zone sometimes.
- Also, note that the metadata file has to be named: cmx-metadata.xlsx
- File drop zone area page displays.
- Drag and drop the excel file and all attachment documents into the drop zone area.
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- Wait for the pre-validation grid to show records
- correct all red cells.
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- click on Import button on the right corner to view the list of imported contracts in the Import Status page.
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- After Importing the imported contracts will be get displayed in the Import Status Tab
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- By clicking on the "+" link, the user can see the Contract Number, Contract Title, Attached documents name and Status of import.
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Workflow is the series of activities that are necessary to complete a task. Both Simple and Complex Workflows can be configured within CMx Approval Workflow:
Complex workflow approvals , for example like the one below between multiple departments and external reviewers can be automated using Approval Workflow.
Manage Workflow :
Manage Workflow screen displays the list of all existing Workflows .
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To view the manage screen, click on Workflow link in the menu. In the Manage contract type Workflow screen, click on Create button to create a new Workflow , click on Edit button to update an existing record, click on delete button to delete the record.
Create Workflow
To create a new Workflow :
- Enter the Name and Description
- Select Contract Approver name or Role and click on "Add Workflow Step".
- Add Approver steps with or without delegate option as needed.. Either User Step or Role Step can be added, if role step is added all users of that role with "Is Approver" option selected in User will be notified for review.
Department Review:
If Role Step is "Department" based , meaning if CMx has to automatically find the department based on Contract Record-> Department field value , Create a new Role with word "Department" in it and it as a Workflow Step wherever required. For example create a new Role with a permission scheme that provides no permissions and name that Role as "Department Reviewer" , add the "Department Review" as the Workflow Step.
External Review:
For External review workflow step, create a new Role with word "External" in it. For Example : "External Review". And if the Contract Record has Contracting Party added, CMx will send the contract for review to all the external party contacts for the selected contracting party.
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- Once the required workflow steps are added , click on create workflow button.
Note: The Roles with names "Department" or " External" are dynamic system roles. So these roles are special roles and MUST NOT be directly assigned to any user and their use is limited only in the workflow steps.
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- New Workflow is created in the system and navigates to the Manage screen, displaying the newly created Workflow.
Edit Workflow
To edit a existing Workflow :
- Click on the Edit button in the manage screen
- Workflow edit screen is displayed. Change Name and/or description as necessary.
- For Adding Workflow Steps, note down existing workflow steps and click on Clear Steps button, add the workflow steps back again before clicking update button.
- Add Approver steps with or without delegate option as needed.. Either User Step or Role Step can be added, if role step is added all users of that role with "Is Approver" option selected in User will be notified for review.
Department Review:
If Role Step is "Department" based , meaning if CMx has to automatically find the department based on Contract Record-> Department field value , Create a new Role with word "Department" in it and it as a Workflow Step wherever required. For example create a new Role with a permission scheme that provides no permissions and name that Role as "Department Reviewer" , add the "Department Review" as the Workflow Step.
External Review:
For External review workflow step, create a new Role with word "External" in it. For Example : "External Review". And if the Contract Record has Contracting Party added, CMx will send the contract for review to all the external party contacts for the selected contracting party.
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- Click on Update button
- Changes to the Workflow are updated in the syste
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Delete Workflow
To delete a existing Workflow :
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Workflow record is deleted in the system
Contract clause category helps to group clauses into specific category or buckets so that it makes organising clauses easier.
For example: All Financial clauses can be grouped under clause category named "Finance".
Manage Clause Category:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause Category
To create a new Clause Category:
- Enter the Name and Description
- Click on Create button
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New Clause Category is created in the system and navigates to the Manage screen, displaying the newly created Clause Category.
Edit Clause Category
To edit a existing Clause Category:
- Click on the Edit button in the manage screen
- Clause Category edit screen is displayed
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- Edit the Name or Description,
- Click on Update button
- Changes to the Clause Category are updated in the system
Delete Clause Category
To delete a existing Clause Category:
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Clause Category record is deleted in the system
Clause Library is the central storage area where all of your organization's clause texts are stored so that they can be reused again in new or existing contracts. This tool not only organizes your clauses but also enhances the efficiency and accuracy of your contract management processes.
Manage Clause Library:
Manage Clause Library screen displays the list of all existing Clause Library. To view the manage screen, click on the Clause Library link in the menu.
In the Manage Clause Library screen:
- Click on the Create button to create a new Clause Library.
- Click on the Edit button to update an existing record.
- Click on the Delete button to delete the record.
How a Clause Library Enhances Contract Accuracy, Consistency, and Compliance
Streamlined Access to Preapproved Clauses
A clause library serves as a centralized repository of standardized contract clauses. This organized collection allows users to quickly search and retrieve specific clauses, ensuring that only pre-vetted language is used in contracts.
Improved Accuracy and Efficiency
By using a clause library, businesses can reduce errors related to manual clause composition. With access to a range of reliable templates, the risk of inaccuracies is significantly diminished, saving both time and resources.
Ensuring Consistency Across Documents
Standardized clauses mean every contract maintains uniform language and structure. This consistency helps in presenting a cohesive brand image and can also facilitate smoother collaboration with external partners who appreciate clarity and uniformity.
Enhancing Compliance
Preapproved clauses are typically vetted for legal compliance, which means using them increases the likelihood that contracts meet all necessary legal standards. This minimizes the risk of contractual disputes and potential legal setbacks.
Key Benefits
- Ease of Use: Quick search tools allow users to find and use clauses efficiently.
- Error Reduction: Standard language helps avoid common mistakes.
- Legal Safeguard: Preapproved clauses ensure regulatory compliance.
Utilizing a clause library transforms contract creation from a daunting task into a streamlined process, safeguarding your business’s legal and professional integrity.
Why Is a Clause Library Important for Optimizing a Contract Management System?
A clause library is a powerhouse tool for enhancing your contract management system's effectiveness. Here's how it brings accuracy, consistency, and compliance to your business:
Streamlined Efficiency
With a well-organized collection of preapproved clauses, you can accelerate the process of constructing contracts. This library allows users to easily search for and select the appropriate clauses to insert into various documents. The streamlined approach reduces the time spent on drafting and assembling contracts, enhancing overall productivity.
Improved Visibility and Communication
A clause library fosters transparency among all parties involved in the contract process. By providing easily accessible clauses, everyone gains a clear understanding of expectations, nurturing better communication. This increased visibility helps avert potential misunderstandings and ensures everyone is on the same page.
Legal Compliance Made Easy
Having pre-vetted clauses at your fingertips simplifies the task of maintaining legal compliance. Your contract management and legal teams can swiftly locate clauses that meet specific legal criteria, significantly reducing the risk of errors or omissions that could lead to legal issues.
Time-Saving Benefits
The efficiency brought by a clause library means your team can focus more on strategic tasks rather than mundane administrative duties. By cutting down on the time spent finding and inserting clauses, teams save considerable time, boosting overall productivity and allowing resources to be allocated to more critical activities.
Enhanced Professionalism and Uniformity
A clause library ensures that every contract is crafted with a consistent tone and structure. This uniformity reinforces a sophisticated and professional image to business partners, showcasing the integrity of your contract management process.
In conclusion, integrating a clause library into your contract management system is a strategic move toward optimizing operations. With benefits ranging from time efficiency to enhanced legal compliance, it's an invaluable asset that supports the seamless execution of contracts.
How Can a Clause Library Reduce Human Error in Contract Management?
Human error is an inevitable part of any business operation, but the key to success lies in how well you prepare for and mitigate it. In the realm of contract management, a clause library can be a powerful tool in reducing these errors.
Streamline Contract Creation
- Centralized Access: A clause library provides a centralized repository for all your contract clauses. This means your team can quickly access standardized and pre-approved clauses, vastly reducing the time spent scouring through documents to find what they need.
- Consistency Across Contracts: By using a clause library, your contract management team ensures that commonly used terms and conditions are consistent across all documents. This reduces the chance of deviations that can lead to misunderstandings or disputes.
Enhance Efficiency and Accuracy
- Quick Adaptation to Contract Types: When dealing with a variety of contract types, finding the right clause can be like searching for a needle in a haystack. A clause library allows for quick identification and insertion of clauses tailored to specific contract needs, minimizing omissions or mistakes.
- Minimized Risk of Oversight: Even the most experienced teams can overlook critical details under pressure. A clause library acts as a checklist, ensuring that no vital clauses are accidentally left out during the drafting process.
Safeguard Compliance and Reduce Errors
- Prevention of Legal Missteps: With pre-vetted clauses, legal compliance becomes more straightforward, reducing the likelihood of overlooking essential legal stipulations that can lead to costly errors.
- Simplified Modifications: Any updates or changes in legal requirements can be swiftly integrated into the clause library, ensuring that all future contracts adhere to the latest regulations without manual intervention.
In conclusion, a well-maintained clause library doesn't just reduce the occurrence of human error—it elevates the entire contract management process, ensuring accuracy, consistency, and compliance while saving valuable time and resources.
Accelerate Contract Creation with a Clause Library
Streamline Your Contract Process
A clause library can dramatically speed up your contract creation process by providing a repository of preapproved clauses that are ready to use. By having these clauses at your fingertips, you can seamlessly incorporate them into recurring contract types, eliminating the tedious chore of manual clause insertion.
Boost Efficiency
Forget the hassle of searching through document after document. A clause library simplifies the search and retrieval process, allowing your team to focus on adding value instead of hunting for the right text. This efficiency not only saves time but also ensures that your contracts are ready for review and approval at a faster rate.
Enhance Accuracy and Consistency
Incorporating preapproved clauses helps maintain uniformity and reduces errors in your contracts. Every contract you build will consistently reflect the professionalism of your business, presenting a coherent, well-rounded picture to clients and stakeholders.
Optimize Your Contract Management System
By using a clause library, your contract management system achieves a higher level of optimization. Your team can dedicate more time to strategic tasks, leading to a more efficient workflow and improved business relationships.
In essence, a clause library turns the often cumbersome task of contract generation into an efficient, error-free operation, ultimately allowing you to create more contracts in less time.
How a Clause Library Mitigates Risk in Contract Drafting
A clause library is a powerful tool for reducing risk in contract drafting. Here's how it works:
1. Standardization of Language:
By providing a set of preapproved clauses, a clause library ensures that language is consistent across all contracts. This consistency eliminates ambiguity, helping to avoid misunderstandings that can arise from vague or imprecise wording.
2. Quality Assurance:
Preapproved clauses are crafted with careful attention to detail, ensuring that all potential legal and operational pitfalls are addressed. This reduces the likelihood of errors that can lead to disputes or legal consequences, safeguarding both your company and your business relationships.
3. Efficiency in Drafting:
Having a repository of ready-to-use clauses streamlines the drafting process. This not only saves time but also ensures that all contracts are built on a foundation of legally sound language, further minimizing the risk of discrepancies.
4. Risk Mitigation:
When contracts consistently utilize vetted clauses, the potential for drafting errors diminishes. This standardization serves as an indirect risk management strategy, proactively reducing the chances of disputes and the subsequent damage they may cause.
By leveraging a contract clause library, businesses can focus on building strong, reliable agreements, knowing that their foundational elements are secure.
Understanding Preapproved Clauses in Contract Construction
Preapproved clauses serve as fundamental components in contract creation, providing essential legal terms and information. These clauses are stored in a contract clause library, where they can be tagged with specific attributes—such as terms, services, and other critical details—relevant to various contract types. This classification allows businesses to efficiently tailor contracts to their specific needs.
Advantages of Using a Clause Library
- Efficiency Boost: By having a library of preapproved clauses, your team can dramatically shorten contract creation time. Once standardized clauses are linked to particular contract types, contracts can be generated more swiftly.
- Consistency and Compliance: Standardizing clauses ensures that contracts remain consistent across different instances, helping maintain compliance with regulatory requirements and internal standards.
- Improved ROI: By focusing on frequently used contract types and embedding preapproved clauses, businesses can maximize their investment in contract management systems, producing more contracts efficiently.
In essence, preapproved clauses streamline the contract building process by reducing manual input, ensuring uniformity, and bolstering productivity across contract management workflows.
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In the Manage Clause Library screen, click on Create button to create a new Clause Library, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause
To create a new Clause:
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- Enter the Clause Name and Text.
- Select Clause Category.
- Click on the Create button.
- A new Clause Library is created in the system and navigates to the Manage screen, displaying the newly created Clause Library.
Edit Clause
To edit a existing Clause:
- Click on the Edit button in the manage screen.
- The Clause Library edit screen is displayed.
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- Edit the required field.
- Click on the Update button.
- Changes to the Clause Library are updated in the system.
Delete Clause
To delete a existing Clause
- Click on the Delete button in the manage screen.
- A message box is displayed for confirmation of the delete action.
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- Click the OK button in the displayed message box.
- The Clause Library record is deleted in the system.
By leveraging a clause library, your organization can achieve improved visibility for all parties involved, setting clearer expectations and enhancing communication. The library is enriched with preapproved and prebuilt clauses, ensuring that your contract management team and legal department can quickly find clauses that meet various criteria while maintaining legal compliance.
Enhanced Features
- Version Control: Keep track of changes and updates to clauses, ensuring you always have access to the most current and compliant versions.
- Automated Workflows: Streamline contract creation and approval processes with automated workflows, reducing manual input and potential errors.
- Metadata Features: Easily categorize and search for clauses using metadata, which simplifies the auditing process and helps the legal team to identify and manage risks efficiently.
By utilizing tagging features, the legal department can significantly streamline the auditing process. This allows for easy identification of risks, making it more manageable to address them effectively. In essence, a well-structured clause library is not just a repository of text but a powerful tool that enhances the overall speed, efficiency, and accuracy of your contract management system.
Electro Sign Terms and Conditions Conventions:
For signing with electronic signatures, Terms and conditions are displayed to the user who is signing. This terms and conditions can be customized for each contract type by following below conventions and CMx automatically displays the correct terms and conditions for each contract type.
"Contract Type" appended with text " Terms"
For example:
if the contract type is "Fixed Contract" , naming a clause as : "Fixed Price Terms" will set the electrosign terms and condition automatically.
Contracting Party type refers to the various types/ buckets contracting party can be categorized.
Manage Contracting Party type:
Manage the Contracting Party type screen displays the list of all existing Contracting Party type. To view the manage screen, click on Contracting Party type link in the menu. In the Manage Contracting Party type screen, click on Create button to create a new Contracting Party type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party type
To create a new Contracting Party type:
- Enter the Name and Description
- Click on Create button
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- New Contracting Party type is created in the system and navigates to the Manage screen, displaying the newly created Contracting Party type.
Edit Contracting Party type
To edit an existing Contracting Party type:
- Click on the Edit button in the manage screen
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- Contracting Party type edit screen is displayed
- Edit the Name or Description.
- Click on Update button
- Changes to the Contracting Party type are updated in the system.
Delete Contracting Party type
To delete an existing contract type:
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Contracting Party type record is deleted in the system
Contracting party is the business entity that enters into a legally binding contract with the current organization who creates the contract. where the user can manage contracting party details.
Manage Contracting Party:
Manage the Contracting Party screen displays the list of all existing contracting Party. To view the manage screen, click on contracting Party link in the menu under External Parties.
In the Manage contracting Party screen, click on Create button to create a new contracting Party, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party
To create a new Contracting Party enter the following fields.
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- Contracting Party Name*
- Select Contracting Party Type from the drop-down.
- Description*
- Address Line 1*
- Address Line 2
- Select Country from Dropdown.*
- Select State*from Dropdown.
- City*
- Zip Code*
- Primary Contact :
- Email ID*
- First Name*
- Last Name*
- Business Phone
- Mobile Phone
- Active (Y/N)
- Click on Create button
- New Contracting Party is created in the system and navigates to the Manage screen, displaying the newly created Contracting Party.
Edit Contracting Party
To edit an existing Contracting Party:
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- Click on the Edit button in the manage screen
- Contracting Party edit screen is displayed
- Edit the required field.
- Click on Update button
- Changes to the Contracting Party are updated in the system
Delete Contracting Party
To delete an existing Contracting Party
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- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
- Click the OK button in the displayed message box
- Contracting Party record is deleted in the system.
Contract Template is the centralized area where all the template documents across the company can be stored and updated. The contract template is used in Generating Contract using CMx.
In this feature, a user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see the following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
The user can see a Live Editor Icon, Update Icon Button, Delete action Button in the Manage Contract Template Page.
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On click of "Create Contract Template" page displays with following fields, where the user must input values to create a new Contract template.
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1.Contract Template name
2.Description
3.Template Document attachment field
Input values in the above fields and click on "Create" button, Contract Template creates successfully and displays in Manage contract Template grid.
Example Contract Template Creation Steps
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
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Custom Field Form is a user defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from menu,Manage Custom Field Form Page displays with following columns in the grid.
Manage Custom Field Form
Search Field and show entries drop down on top of grid where user can input the custom field name and search.
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- Custom field name
- Description
- Status
- Action(Edit/Delete)
In Manage custom Field Form admin users can view, edit, delete all the existing custom field form and also create new custom field forms.
Create Custom Field Form
Click on Create custom Field Form in the manage Custom Field Form page.Screen displays with following fields.
- Custom Field Form Name *
- Description
- Custom Schema- with below section with 3 tabs: Designer , View and Code .
Custom Field Form Designer with below Types in right most section
Number
Single line text or String
Multi line text
Drop Down Select
Check box
Radio Group Field
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To Create new Custom Field Form:
- User enters custom field form name
- Drags and drops and designs the required custom field form.
- Clicks on settings of each control for further control level functions such as required field or not required field , field name etc. Saving the custom field form generates the json schema and saves it in db.
- User selects the contract types, for those selected contract types,the custom field forms will be displayed in the contract create/edit screen
- On Submit, custom field form is created in the system and displayed in the Manage Custom Fields Form grid.
Edit Custom Fields Form
To edit a existing Custom Fields Form
- Click on the Edit button in the manage screen
- Custom Fields Form edit screen is displayed
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- Edit the required Filed
- Click on Update button
- Changes to the Custom Fields Form are updated in the system
Delete Custom Fields Form
To delete a existing Custom Fields Form:
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Custom Fields Form record is deleted in the system
Example Custom Field Creation Steps
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example : "Billing Rate" is not supported. Correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text". Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
Add all the required single line text fields that you need following above steps.
Once done , Scroll all the way down and click on Create or Update button to save the custom field form.
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Contract Types are used to classify a contract based on the functional context.
Manage Contract Type:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu. In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
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Create Contract Type
To create a new contract Type:
- Enter the Name and Description
- Select Contract Template and Custom Field Form
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- Click on Create button
- New Contract Type is created in the system and navigates to the Manage screen, displaying the newly created contract type
Edit Contract Type
To edit a existing contract type:
- Click on the Edit button in the manage screen
- Contract type edit screen is displayed
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- Edit the Description, Contract Template and Custom Fields Forms
- Click on Update button
- Changes to the Contract Type are updated in the system
Delete Contract Type
To delete a existing contract type:
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Contract Type record is deleted in the system
Example Contract Type Create/Update Steps
Click on Contract Types from left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
To Create a Contract:
- Click on Create Contract link from menu,or go to Manage contract,click on Create contract Tab.
Create/edit contract screen is displayed with different tab sections as mentioned below.
(1) Main :
(2) Custom
(3) Documents:
(4) Clauses:
(5) Milestones :
(6) Notes:
(7) Access Restrictions:
(8) Enter Tags:
- Under "Main" Tab,create contract page displays.
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- Enter contract number and Title.
- Select Contract Type and Contracting Party
- Choose an effective date
- Enter the description
- Select the Risk level,Department and Contract owners.
- Choose an Expiry date(optional)
- Enter contract value and select the currency.(optional)
- Select Notification list and workflow (optional)
- Enter renewal term in days.(optional)
2. Click on Custom Tab displays Custom Tab with any custom fields configured for the contract type.
For example NDA (non disclosure agreement) may have different custom fields than HR Agreement.
Refer: Custom Field Form
3.Now Click on Documents tab.
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- Click on Choose files,select the file which has to be uploaded for the specific contract,enter file description if any .
- If there are more than 1 file,click on Add file,and attach the document .
- Click on "Create" button.
- Attached files are displayed in a grid in the same page.
4. Click on Clauses tab.
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- On click of Clauses tab,page displays with Contract clauses grid and Add clauses tab.
- Click on Add clauses tab,displays list of clauses which are pre loaded.
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- check the clauses which are to be added for the specific contract,click on Add.
- The selected clauses are added and displayed in the grid.
5. Click on Milestone tab.
- On click of Milestone tab,page displays with Milestone grid and Add Milestone tab.
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- Click on Add Milestone tab,displays Milestone entry field,end date and Milestone reminder check box.
- Enter the Milestone of a contract and end date.
- On Checking the Milestone Reminder check box,Alert Before Days filed pops up.
- Enter Alert before days and click on "Save" button.
- The created Milestone are displayed in the grid.
6.Click on Notes Tab
- On click of Notes tab,page displays with Notes grid and Add Notes tab.
- Click on Add Notes tab,displays Notes entry field.
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- Enter the Notes of a contract .
- Click on "Save" button.
- The created Notes are displayed in the grid.
7.Click on Access Restrictions Tab(Unlocked Icon in Right top Corner of Create Contract Page)
- Click on Unlocked icon and page displays with Access Restrictions tab.
- User can Specify both View Restrictions and Edit Restrictions for Particular Contracts
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8.Click on Enter Tags Tab(Text area at Right top Corner of Create Contract Page)
- User can enter different tags to attach with the contracts.
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After entering all these click on "Create" button.Contract creates successfully and displayed in the Manage contract Grid.
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Pre-requisite: cmx.create.amendment configuration is set to true in Manage Configurations
CMx provides Create Amendment feature to quickly clone a document and make edits to any existing document of a Contract Record. With this feature , user is able to identify the last modified contract document and then use the existing document of a contract to create a new document and, make changes.
(1) Click on Create Amendment option for a contract that has more than one document available.
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(2) Select an existing document in the contract
(3) Click on Submit button to generate a new document from existing document and make quick edits and amends. Optionally the file name can be changed to reflect the most accurate name for the amendment that is being made.
(4) The newly added/amended document is now part of the contract record and the changes made are automatically saved.
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- Purge Contract functionality is used to Delete a particular Contract ..
- For deleting a contract , find the contract that needs to be deleted by clicking on search button in Manage Contracts/ Global Search box in CMx.
- From the drop down menu , select Purge Contract to delete the contract and the contract will be deleted and no more get displayed in Manage Contracts.
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Cancel Contract action is done on contracts for making it to Inactive state and there by cancelling the contract.
After clicking on Cancel Contract the Particular contract will get cancelled or goes to Inactive state and "Success Message" will be displayed on Manage Contract page.
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User can see the Cancellation scenario in the Contract as Stage and Status changed to Closed/Discontinued and Inactive/On Hold respectively..
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CMx provides inbuilt Electronic Signature support, follow the below process to send a PDF OR DOC or DOCX files for signature one at a time.
Terminologies
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
Sent For e-Signature
From the Manage Contracts, click on Sent For e-Signature menu option to start the send signature process.
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Starting Signature Process
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
- Once both the document and the recipients are entered, click on Next button in the top right section of the screen.
- Next step is to prepare the document for the Signature process by marking the places where the signature should be placed.
- Drag and drop the icon with pen in the document where it should be signed by the recipient. (See below screenshot).
- You can navigate to any page in the document by clicking on the Previous or Next Button in the document bar and place the Sign Here tab.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
A new signature package record is created and should be visible in the Manage Signature Packages screen:
Signing Ceremony by Recipients
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
To Send a contract for Manual Signature to the Contracting Party.
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After clicking on Sent for the Manual Signature button from options the following screen appears
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The user can enter details into Contracting Party Email and select a contracting party from the drop-down list which is associated with that particular contract.
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Once the documents are sent for manual signature and its processed successfully, an alert will be displayed in the Manage Contract Page.
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Once a contract has been created in the system, contract owner can send the contract for Review either Internally or Externally.
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
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- Navigate to Manage Contracts Page, and search for the Contract that needs to be sent for Internal Review.
- Click on Contract number and from the menu click “Send For Internal Review”.
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3. An email is sent to Contract Approver and the Contract is listed in “Pending Tasks” in the dashboard of the Contract Approver.
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4. Contract approver logs in and Clicks on the “Contract Id” from the Pending Tasks widget.
5. Reviewing the contract User clicks on “Approve Contract” button. (Assuming no changes are required )
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6. The status of the contract should become approved and the status of Workflow can be verified by clicking on “View Version History” for the contract observe the revision history for the Contract.
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Scenario 2:
One level Workflow – When the approver has requested for changes to the contract
- Navigate to Manage Contracts Page, and search for the Contract that needs to be sent for Internal Review.
Click on Contract number and from the menu click “Send For Internal Review”
2. An email is sent to Contract Approver and listed in “Pending Tasks” in the dashboard of the Contract Approver.
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3. User Enter the Review comments and clicks on “Request For Changes”
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4. An email is sent to Contract Owner to review task and Review Task is listed in Pending tasks when Contract Owner logs in.
5. Clicking on “View Version History” user can check the status of the workflow and also the status of the contract will not be approved.
Two level Workflow – Approve Contract:
Pre-requisite: Create a workflow which has 2 level of approvals and assigns the same to a Contract
Once the contract has been created, the contract can be sent for multiple levels of approvals by assigning the contract to a workflow which has multiple levels of approvers. In this contract will only go to an approved state, when both the approver's has approved the contract.
- Navigate to Manage Contracts Page, and search for the Contract that needs to be sent for Internal Review
2. Click on Contract number and from the menu click “Send For Internal Review”
3. An email is sent to Contract Approver1 and listed in “Pending Tasks” in the dashboard of the Contract Approver1.
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4. When Contract Approver1 clicks on “Approve Contract”, an email is sent to Contract Approver 2 and listed in “Pending Tasks” in the dashboard of the Contract Approver2.
5. Contract Approver2 clicks on “Approve Contract”, and the workflow status can be verified from the version history
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Edit Contract functionality is to update an existent contract in the Manage contract list.
After clicking on Edit Contract the Update Contract page will get loaded and user can Modify or Edit the contracts and click on Update Button on the right top corner of the contract page.
Once the Update action is successfully completed user can get an alert message on that in Manage Contract page.
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CMx provides users with Share File Option so that they can share the documents with other users in CMx in Live Editor.
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When the user clicks on Share File and select the particular document to be shared, the below screen gets displayed and the user can select users list to whom the file has to be shared.
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When the user clicks on the text box a drop-down list box appears and they can select the email_id of the users to whom the file has to be shared.
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The user can select the user's email id and share the documents.
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After selection, once the user clicks on Share button Success Alert will be displayed and the file gets shared to the recipient user.
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Edit File Online functionality help the CMx user to update the attached documents with contracts Online.
The user needs to click on the Edit File Online option from various sub menus in Manage contracts tab.
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After clicking on Edit File Online option the below screen appears and the user can edit the attached documents of any type.
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User Can do the editing in the editor sheet and save the changes
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After updating and saving the file user can close the document file. (user can close the document file by clicking on the red x icon on the top right corner.)
The updated content can be viewed in the document attached to the contract by downloading the file.
The particular file type will be opened outside the CMx and user can view it.
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- By clicking on Contract Number on Manage Contract Page grid, the user can view different submenus for different functionalities.
- To Create a new spreadsheet file to attach to the contract as document user can select Create New Spreadsheet from the sub-options.
- After clicking on Create New Spreadsheet option the following screen appears and the user can create a new spreadsheet file to add with existing contracts documents.
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- After entering the data into the spreadsheet, the user can save the file and close the spreadsheet file. (user can close the word file by clicking on the red x icon on the top right corner.)
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- Spreadsheet file will be added to the contract document list with ".xlxs" extension type file.
- Click on Manage Contracts from the left navigation menu bar and the user can view the particular contract where New spreadsheet file is added in the documents tab.
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- By clicking on Contract Number on Manage Contract Page grid, various sub-options appear.
- To Create a new word file to attach to the contract as document user can select Quick Create Document from the sub-options.
- To Create a new word file to attach to the contract as document user can select Quick Create Document from the sub-options.
- After clicking on the Quick Create Document option the following screen appears and the user can create a new word file to add with existing contracts documents.
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- User Can Select either create New Blank document for creating a new word document or can create a document from Template.
- After entering the data into the word file, the user can save the file and close the word file. (user can close the word file by clicking on the red x icon on the top right corner.)
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- word file will be added to the contract document list with ".docx" extension type file.
- Click on Manage Contracts from the left navigation menu bar and the user can view the particular contract where New Word file is added in the documents tab.
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Manage contracts screen displays the list of all existing contracts. To view the manage screen, click on Manage Contracts link in the menu.
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In the Manage contracts screen, click on Create contract button to create a new contract, click on Contract number drop-down, where you can see the following actions.
- Quick Create Document-To Create a new word file to attach to the contract as documents and create a document from Template.
- Create New Spreadsheet-To Create a new spreadsheet to attach to the contract as documents.
- Edit File Online-To edit the documents attached to the contracts online.
- Share File-To share the file with other users of CMx (both internal or external). For sharing to external users just add the new email similar to google document sharing.
- Edit Contract - To update an existing record.
- send For Internal review-To Send the contract for approval for a person within the organization.
- Send for Manual Signature-To send a contract for manual signature to the Contracting Party.
- Send For Signature-To send a contract for signature to the Contracting Party.
- Renew Contract-To send a contract for Renewal.
- Cancel Contract -To Cancel the Contract.
- Purge Contract - To Delete the particular contract.
- On Login to CMx product,Dashboard is displayed with menu on left hand side
- Click on "Advanced Search" from left menu.
- There are two sub-categories
a. Filtered Search
b. Full Text Search
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Filtered Search
- The Filtered Search page is displayed with a text box to enter keywords, Select Search filters drop-down box and a search button.
Search Filters:
a. Contract Number
b. Contract Title
c. Contract Owners (Users)-User Name
d. Departments-Name
e. Locations-Name
f. Contracting Party-Name
g. Contracting Party Type-Name
h. Contract Type-Name
i. Document Attachment Contents
j. Document Attachment Types (Example: PDF, MS Word etc)
k. Document Attachment File Name (Example : Filename* )
- User enters search name in the text box and chooses appropriate option from filter and then clicks on search button.
For example: user enters contract number in the search field and chooses "Contract Number" from filter and clicks on search button. - Results are retrieved and displayed in a search results page.
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- user can enter the keywords and select a particular category from the filters and click on search button for retrieving search results.
- Results are retrieved and displayed in a search results page.
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Full Text Search
- The Full text search also works similar to searching content texts in the CMx files and documents.
- Full text search is displayed with a text box for entering text to be searched and a Search button to accomplish the tasks.
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- when the user enters the search keyword and click on Search button ,then the searched text will be highlighted in yellow and displayed in the search window as follows.
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Manage Requests
All the requests in CMx is being tracked using this screen.
User is able to create new requests using "Create Request" , update existing requests using "Update Request" on edit mode and Delete existing Requests using "Delete Request" on Delete mode.
Create Manage Request
Click on Manage Request in the Manage Requests page.Screen displays with following fields.
- Request Id *
- Name*
- Quote ID
- Order Id
- Contracting Party
- Effective Date
- Description*
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- Enter the values in the field areas
- Click on Create button
- New Request is created in the system and navigates to the Manage Request screen, displaying the newly created Request.
Edit Manage Request
To edit a existing Request:
- Click on the Edit button in the manage screen
- Manage Request edit screen is displayed
- Edit the fields that needs to be updated
- Click on Update button
- Changes to the Requests are updated in the system
Delete Request
To delete a existing Request
- Click on the Delete button in the manage screen
- A Message box is displayed for confirmation of delete action
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- Click the OK button in the displayed message box
- Request record is deleted in the system.
Contract Repository Stores and Manages all contracts in CMx System
This feature provides businesses to manage contracts. Contract Repository is again Classified to different Submodules for performing unique functionalities of CMx.
Contract Repository Main Classification is as Follows:-
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Main Module in the Contract Repository is the Manage Contracts where all the Contract features are accessed and managed.
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CMx Dashboard has the following sections, different dashboard widgets are displayed to different users (Executive, Administrator, User) based on the user role and permission scheme that the user is assigned to. CMx Administrator by default has all access. :
1. Contract Analytics Widget -Contract Analytics Widget is a drill-down widget which represents pie charts based on the selection from drop down.
Dropdown values:
1. Contracts by Contracting Party: % Distribution of Number of contracts by contracting party(Pie Chart) (Default Selection), On click of the portion of the pie, re-directs the user to the specific contracts.
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2. Contracts by Contract Type: % Distribution of Number of Contracts by Contract Type
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3.Department: % Number of Contracts by Department (Pie Chart)
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4.Location: % Number of Contracts by Location (Pie Chart)
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5. Contracting Party Type: % Number of Contracts by Contracting Party Type (Pie Chart)
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6. Contract Risk Levels
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7.Contract Value
a.% Contract Values by Contracting Party Type (Pie Chart)
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b. % Contracts Value Per department
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when clicked on above values from drop down, it has to display actual numbers/values of the specified percentage value.
2. My Tasks Widget-User is able to view and work on the assigned tasks. My Tasks Widget in the dashboard is to retrieve all the tasks for the logged in user.
On clicking on the Task Name link, the user will be redirected to the associated entity, Task Name is linked with a contract number and. On clicking on the Task Name, the user is redirected to the review page for contracts.
1. Once the task is assigned, the task status displays" pending "by default in My Task widget grid.
2. On completion of review activity, task status changes to "Completed" by the system and same is updated and displayed in My Task widget grid.
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3. Audit Trail Widget- Audit Trail section displays the real-time of activities performed by the user and other users for whom the user has authority on are recorded. The administrator can see all the activities performed by all the users, whereas User can see only the contract related feeds if the user is part of the notification list for the contract.
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4.Expiring Contracts Widget -.This section displays all Expired/Expiring Contracts ( within 30,60, and 90 days) in descending order of the contract expiry date in the grid. when clicked Contract Number (hyperlink) show take to the edit view of the specific contract.
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Forgot Password allows existing user to retrieve their password,If a user has forgotten their password.
Pre-requisites
Navigate to the User Profile page and Set the Security Questions (Logout Menu -> User Profile ->Security Questions section)
Note: Please take a note of the Security Questions and Answers as these will be required while resetting the password using 'Forgot Password"
Forgot Password steps:
1.click the Forgot Password link on the sign in page.
2.Enter the Email ID and click on submit.
3.Email is validated and security question is displayed as text.
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4.Enter an answer for the displayed security question.click on submit.
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5. On Submit, If the information entered is valid then a message stating that” Your password is sent to your email” else “Please review your entries and provide all required fields”.
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6. The system will send you a recovery code so that user can change your password.
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7. Click on the Recovery Code hyperlink in the email.
8. Enter and confirm your new password.
Two steps are involved in MFA login.
Step 1:Provide user name and Password.
Step 2:On Successful Login,enter MFA 6 digit code .
MFA settings:
- Click on Manage Contract Link from Menu,Manage contract Screen displays with "Settings" Tab on top right hand side of the screen.
- Click on settings,Click on "Multi Factor Authentication settings" Tab.
- Admin can select the users from scroll box, for whom the MFA needs to be enabled and clicks on save.
To Set Google Authenticator Application:
- Download Google Authenticator Application in your mobile..
- Open Google Authenticator App , Select Menu Option Click on Setup Account.
- Now Scan a barcode and point to the above barcode in the screen till you hear a beep sound which indicates successful registration of bar code in Google Authenticator App.
- You can register barcode of more than one users in Google Authenticator App and it will display different 6 digit numeric codes for each user registered
- Once barcode is successfully registrated,
- enter the 6 digit numeric code for the user registered from google authenticator app to the input text box and click on send button.
To Login Using MFA:
- Hit the CMx URL,provide valid username and password in the login screen.
- On successful Login result in CMx prompting for the MFA 6 digit code in a second subsequent screen.
- where user needs to enter the correct MFA 6 digits code for the user from the mobile application Google Authenticator.
- On all subsequent login of the same user , no QR/bar code registration required in the Google Authenticator App. Only the 6 digit numeric code needs to be entered in for successful user login.
The user is able to successfully login to the CMx system using a valid username and password.
To Login CMx System:
- Goto your unique CMx Url in the browser and you will see the Login Page displayed with Email Id and Password Field.
- Enter the registered Email ID (Not Case Sensitive) and Password (Case Sensitive).
- Click on "Login" button.
- if the credentials provided are correct then the user is able to login to the CMx product, else an error message is displayed stating “Invalid Credentials”.
Note:
1. If the user keys in an incorrect password and tries to login for 3 consecutive times, then Simple Captcha is displayed.
2. If the user keys in an incorrect password and tries to login for 5 consecutive times, then the user account will be locked and displays a message stating “ The User Account is locked, Please contact the administrator”.
Contract lifecycle management (CLM) is the process of controlling, coordinating, and streamlining all stages in the life cycle of a contract. Contract life-cycle management (CLM) software helps firms create, manage, and achieve maximum value from business contracts with customers, suppliers, vendors and dealers.and is a key piece of the business technology agenda.
7 Stages of Contract Life Cycle Management
- Requesting contract - The contract management process begins by identifying contracts and appropriate documents to support the contract’s purpose, where user requests for initiating a contract to be executed with contracting party.
- Authoring - The “authoring” process is about setting up contract templates and clause libraries to empower business users and legal users, respectively, to create new contracts in a fast but controlled fashion. Writing a contract by hand is a time-consuming activity, but through the use of automated contract management systems, the process can become quite streamlined.
- Contract Negotiation - Upon completion of drafting the contract, employees should be able to compare versions of the contract and note any discrepancies to reduce negotiation time by half when contract processes are automated and streamlined.
- Approval Process - The instance in which most bottlenecks in contract processes, automated contract management allows users to preemptively strike by tailoring approval workflows, including parallel and serial approvals, and keep business clipping along at a rapid pace.
- Contract Execution - Automated contract execution allows users to control and shorten the signature process with eSignature and Manual Signature. Contracts executed are effectively managed from the effective date to expiry date.
- Auditing & Reporting - Automated contract management processes utilize a full range of valuable audit and reporting tools such as contract compliance alerts, audit tracking, on-demand report generation and easy integration with third-party reporting tools.
- Contract Renewal and Amendment - Using manual contract management methods can often result in missed renewal opportunities and business revenue lost. By automating contract management processes, a business can quickly identify contract renewal candidates, allowing plenty of time to act, and automatically create new contract drafts based on the previous contract. Automated systems provide a single, effective view of a business relationship across multiple contract amendments.
- Company Profile-Concise description of a firm,or details of a firm is stored where admin can view and update company profile
- Change Password-This feature allows existing user to change their password.
- Location -Location is a place where an organizational business operations occurs. This Provides admin user to manage company location details.
- Department-Department is a specialized functional area within an organization or a division, such as accounting, marketing, planning, etc where admin user can manage company’s department details.
- User -The people employed by a particular organization are so called User /Staff, where admin is able to view, edit, delete all the existing user details and also create new user.
- Role - Role is an expected behavior associated with a particular position in an organization, This feature provides admin user to manage and create new Role.
- Permission scheme- Users have permission to access the system through assigned permission schemes. Admin can Assign Permission Scheme to a Role , only one permission scheme can be assigned to a Role any point of time.
- Contract Type-A particular kind of Agreements between two entities like Incentive contract, Fixed Price contract, Purchase order etc. where in this feature provides users to view, edit all the existing contract type details and also create new contract type.
- Custom Field Form- Custom Field Form is a user defined form with multiple control definitions using a designer and a name. This feature provide admin user to create, update and manage the custom field form.
- Contract Templates-These are Standard forms of contract which is usually a preprinted contract containing set clauses. This feature provides user to manage contract templates which can contain user defined custom fields.
- Contracting Party - Contracting party is the business entity that enters into a legally binding contract with the current organization who creates the contract. This feature provides user to manage contracting party details.
- Contracting Party Type- Contracting Party type refers to the various types/buckets contracting party can be categorized. This feature provides user to manage contracting party type.
- Clause Category-Clause categories are grouped under Clause Library. This feature provides user to create new contact clause category which can be attached to a Clause Library by choosing from dropdown.
- Clause Library- A Clause Library is an online repository of pre-defined and approved legal clauses that can be inserted in to contracts. This feature provides user to create new contact clauses which can be attached to a contract type by default.
- Work Flow- Work flow is a Progression of steps /tasks that comprise a work process, involve two or more persons. This Provides user to define a workflow for contract approvals.
- User Profile- A user profile is a record of user-specific data that define the user's working environment. This feature allows existing user to view and update their profiles.
Introduction to Contract management
Contract management is the process of managing contract creation, execution and analysis to maximize operational and financial performance at an organization, all while reducing financial risk. Organizations encounter an ever-increasing amount of pressure to reduce costs and improve company performance. Contract management proves to be a very time-consuming element of business, which facilitates the need for effective and automated contract management system.
Contract Management Software
While the tradition is normally to manage contracts manually through folder and file cabinet storage, the practice is riddled with inefficiencies that can only detract from an organization’s overall efficiency. Integrating with an automated contract management service will help free up countless man hours and automate countless processes associated with managing a contract, thus creating more value for a company.
High-level features of CMx - Contract Management Software
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Simplify your enterprise Contract Life Cycle Management (ECLM) Process with below features:
1. Enterprise Level Configurations
a. Organization Provisioning
i. Company Profile
ii. Location Provisioning
iii. Department Provisioning
iv. Staff Provisioning
v. Role & Permission Provisioning
vi. User Groups Provisioning
2. Contracts Configuration & Extensibility
a. Contracts Settings
b. Contract Level Security Permission
3. Contract Repository
a. Central Contract Respository for Managing Contracts and Document Attachments
b. Search & Advanced Search
i. Sub-second Response with Millions of Contract Records and Content types of files attached with contracts.
c. User Defined Custom Fields
d. Configurable Custom Workflow
e. Internal & External Reviews
f. e-Signature
g. Contract Types
h. Custom Contract Templates
4. Collaboration Features
a. Collaborate and author contracts
b. Internal Review with Team Members
c. External Review with Subject Matter Experts (SME) and Lawyers, keeping track of every change on the go.
5. Analytics & Reports
a. Audit Trail
b. Contract Analytics
c. User Task Board
d. Recommended Contracts for Review
6. Enterprise Scalability & Cost Effectiveness
a. Leverages strengths of Open Source Stack combined with powerful document authoring and collaboration features
b. Scalable Design with the latest and greatest technology stacks to provide you the best possible User Experience (UX)
7. Security
a. SSL
b. HMAC Request Level Security
8. Import & Export
a. Self Service Import of Existing Contracts using Excel Template
b. Export Existing Contracts - Administrator
9. On-Premise Vs Cloud SAAS Version
10. World Class Support
CMx is a complete end-to-end Contract Lifecycle Management (CLM) solution which can be deployed across all departments/locations/subsidiary (child companies) within an organization. CMx is designed based on below diagram which represents the true CLM stages.
More details on these stages can be found here: https://www.contractexperience.com/resources/resources-main.html
Contract Management Software for small business
Finding the best Contract Management Software for Small Businesses
How small businesses are different for contract and document management?
When owners of small businesses or self-employed people hear of contract management, they assume it is only for large companies. This, is, however, not true, contract management software is relevant for small businesses as well. Such companies include independent lawyers, CPA, small law agencies.
A reason why small businesses should engage in contract management is they often enter into sales and purchasing contractual agreements. There are some who have intellectual property agreements that they are required to stick to, and this applies mostly to the self-employed people.
The contracts entail details of the transaction, the kind of work they will be doing, time deadlines, nature of the job at hand and scope of the transaction. Having such importance, it is important that the company invests in software that will help them manage their contracts from their beginning to the end. This covers all the processes from start to finish. Advancement in Technology has made it possible for software to manage contracts efficiently and in a cost-effective way.
In addition to these, small businesses should be aware of several other critical contracts:
- Customer Agreements: These govern the terms of sale or service with clients and customers.
- Service Contracts: Essential for outlining the specifics of services rendered.
- NDAs (Non-Disclosure Agreements): To protect sensitive information and ensure confidentiality.
- SOWs (Statements of Work): Detailed agreements that specify the scope and deliverables of projects.
- Employment Offers: Contracts that define the terms and conditions of employment and hiring practices.
These documents are crucial not only for conducting business smoothly but also for protecting companies from potential legal consequences. By understanding and managing these contracts effectively, small businesses can safeguard their operations and focus on growth.
Why is it required to select the best small business Contract Management Software
It is always advisable for organizations to plan and prepare before they implement the software in the organizations. One of way of doing this is by training employees and ensuring that they have the skills that are necessary to use the software. A reason for this is that if the employees are not well equipped to handle the software, they may cause an error that may lead to the tiresome task of rearranging the contracts and orders all over again. You can also put someone in charge of its implementation and administration.
Benefits of Contract Management for Small Businesses
Small businesses get into different contracts that accumulate over time. If the organization does not include proper measures into their implementation, it can lead to loss or damages. Proper management of contracts also leads to a better relationship between the businesses and its customers because there is never any guesswork. This is especially regarding deadlines because customers like to get their products and services on time.
Leveraging contract management software can significantly enhance these processes by automating routine tasks. This automation can decrease the time it takes to close sales, enabling businesses to focus on strategic projects rather than administrative burdens.
No More Papers - The digital transformation
Many people still prefer using hard-copy contracts which can get misplaced, fall into the wrong hands and affect the businesses, or get damaged. By saving all your contracts in a computer or cloud servers, you can always be assured of their security from prying eyes and any form of damages.
A centralized repository doesn't just keep your documents safe; it transforms the way your small business manages contracts. Here's how:
- Streamlined Operations: Improve overall business efficiency by reducing the time needed to close deals. A well-organized system ensures every contract is at your fingertips when you need it, allowing for quicker responses and decisions.
- Deadline Management: Stay on top of important dates with ease. With automated alerts and tracking capabilities, you’ll never miss a key service or deliverable deadline, keeping your projects on track and your clients satisfied.
- Document Security: Beyond preventing unauthorized access, a centralized system ensures that critical documents are never lost. This reliability means you can focus on growing your business rather than worrying about misplaced contracts.
- Automation and Efficiency: Move away from the chaos of spreadsheets and shared drives. Automate your contract management to save time and reduce manual errors, allowing you to allocate resources to more strategic activities.
By integrating these capabilities, a centralized repository empowers small businesses to operate more effectively and securely, paving the way for sustained growth and success.
Embracing a centralized repository not only safeguards your documents but also revolutionizes contract management for small businesses.
Here's how it makes a difference:
- Streamlines Operations: With all contracts stored in one place, the time spent searching for documents is drastically reduced, allowing you to focus more on driving sales and improving business operations.
- Enhances Deadline Management: Stay ahead of crucial contract deadlines and track key service dates effortlessly, ensuring you never miss an important milestone.
- Boosts Security and Accessibility: A centralized, cloud-based location ensures your contracts are secure and easily accessible whenever you need them, minimizing the risk of loss or unauthorized access.
- Automates Processes: Transition from manual tracking in spreadsheets to automated management, freeing up time and resources for more strategic activities.
By integrating these tools into your workflow, your business can achieve greater operational efficiency and reduce long-term costs, transforming how you handle contracts every day.
Helpful Tools to boost productivity
Another benefit of contract management software is that you will have access to helpful tools such as advanced workflow management as well as other monitoring and financial applications that will make your life so much easier. This is especially if you are self-employed. If you have employees, it will help them as well and save much time for them to do other things along their lines of work. This is because the tools can enable you to make contracts of high quality within a short period. Sometimes it could be half the time it used to take you to come up with the contracts manually.
Moreover, contract management software can significantly enhance your business operations by providing a robust suite of features designed to streamline document processes and boost sales velocity. Here’s how:
- Improve Efficiency: The software decreases the time it takes to close a sale, helping your business run more smoothly. By automating contract creation, you can focus more on growth rather than administration.
- Track Important Dates: Never miss a contract deadline again. The system allows you to track key service and deliverables dates efficiently, ensuring you meet all obligations on time.
- Secure Document Management: Protect your business-critical documents by ensuring they are never lost and remain secure from unauthorized access, reducing the risk of data breaches.
- Automate Processes: Say goodbye to tracking documents in cumbersome spreadsheets and shared drives. Automation helps streamline document management, freeing up time for more strategic tasks.
By integrating these features, contract management software becomes an indispensable tool in driving your small business forward, making it easier to manage contracts and ultimately enhance your bottom line.
Key Features and Benefits for Small Businesses
Comprehensive Document Management
- Single Source of Truth: A secure, searchable repository ensures you can find the documents you need quickly, keeping your team aligned and efficient.
Collaborative Tools
- All Hands on Deck: With unlimited users and custom permissions, everyone on your team can access the necessary documents, fostering better collaboration and productivity.
Cost Efficiency
- Affordability: Enjoy zero implementation costs and transparent pricing, ensuring you only pay for features that you will actually use. Stretch your budget without overbuying.
Streamlined Contract Processes
- Faster Contract Creation: Use templates and intake forms to simplify new contract creation. Utilize approval workflows, version control, and unlimited e-signatures to expedite contract execution.
Deadline Management
- Stay Ahead of Deadlines: Never miss important dates again with automatic alerts for deadlines and requirements. Notify your team to ensure everyone is aware of upcoming obligations.
Seamless Integrations
- Integrations: Connect effortlessly with platforms like DocuSign, Salesforce, and Zapier, allowing you to integrate the software into your existing processes and get moving faster.
These features combine to offer a robust solution tailored for the unique needs of small businesses, making contract management not just a necessity but a strategic advantage.
These tools also ensure that business-critical documents are securely stored and easily accessible, reducing the risk of them being lost or falling into the wrong hands. This secure storage is crucial for maintaining trust with clients and partners.
Why Small Businesses Love Contract Management Software
Centralized Document Management
Enjoy a secure, searchable repository that makes finding documents fast and hassle-free. This centralization ensures your team always has access to the most up-to-date information, keeping everyone aligned.
Collaborative Access
Enable your entire team to work more efficiently with unlimited users and customizable permissions. This feature fosters a collaborative environment where everyone can access the documents they need without unnecessary roadblocks.
Cost-Effective Solutions
With zero implementation costs and transparent pricing, you only pay for the features you need. This affordability ensures you maximize your budget without unnecessary expenditures.
Accelerated Contract Creation
Utilize templates and intake forms to streamline contract creation. Features like approval workflows, version control, and unlimited e-signatures expedite the process, helping you finalize contracts quicker than ever before.
Deadline Management
Set automatic alerts for deadlines and requirements, ensuring no important date is missed. You can notify any team member, keeping everyone informed and prepared for upcoming tasks.
Seamless Integrations
Integrate effortlessly with popular tools like DocuSign, Salesforce, and Zapier. These integrations ensure that your contract management software complements your existing workflows, enhancing productivity without disruption.
Keeping Track and Organized
At times, it can be very difficult keeping track of all the contracts in your business. It might be hard for you to know the completed contracts and the ones that are still pending. By use of contract management software, you can be able to alert everybody involved about the agreements that are still in the pipeline. Once they are completed, you can mark them as completed and move on to the next one. Sometimes people forget about certain obligations and commitments in a contract. This happens as every contract is unique in its own way. You will not forget any of these if you are using the right CMS. You will also not forget important dates such as the dates for renewal of certain aspects of the contract.
To further enhance planning, customizable alerts and reminders can be configured to suit your specific needs. Here’s how they can make a significant difference:
- Assign Alerts to Key Roles: Ensure that management, legal, and sales teams are all in the loop. By assigning alerts to these roles, you can prepare everyone for upcoming contract dates, reducing the risk of missed deadlines.
- Boost Productivity: Configure reminders for contract renewals, deliverables, and payment dates to streamline operations. This proactive approach allows your team to focus on strategic tasks rather than constantly checking dates.
- Comprehensive Calendar Views: Utilize calendar views for a holistic perspective of the contract lifecycle. This feature offers small business operators and managers a bird's-eye view, aiding in better decision-making and long-term planning.
By incorporating these features, contract management software becomes an indispensable tool in ensuring that no detail or deadline is overlooked. With the right system in place, your business can navigate contract obligations with ease and confidence.
Never miss a date again! With automatic alerts, you can stay ahead of contract deadlines effortlessly. Set reminders for key milestones and distribute alerts to your entire team. This ensures that everyone knows what's upcoming and can prepare accordingly.
- Automatic Alerts: Keep track of deadlines without manual effort.
- Team Notifications: Alert anyone on your team to ensure collective awareness.
- Proactive Management: Eliminate the risk of missing critical dates.
By integrating these features, you can manage your contracts with precision and ease. Contract management software provides a comprehensive solution, ensuring you meet all your obligations timely and efficiently.
Automation ensures you always stay ahead of contract deadlines, tracking key service and deliverable dates, thus maintaining efficient operations and enhancing customer satisfaction.
Stay Ahead with Automatic Alerts
Never miss a crucial date again! With automatic alerts, you can set reminders for important deadlines and other requirements. These alerts ensure that everyone on your team knows what's upcoming, promoting seamless collaboration and accountability. This feature is especially beneficial for small businesses where team members often juggle multiple responsibilities.
By integrating these alerts into your contract management process, you not only keep track of deadlines but also enhance your team's efficiency. The proactive approach of setting up alerts helps maintain a steady workflow and prevents last-minute surprises.
Streamline and Simplify
- Alert Setup: Customize alerts for specific contracts and deadlines.
- Team Notifications: Ensure everyone stays informed with shared alerts.
- Renewal Reminders: Never miss a renewal date with timely notifications.
Incorporating these strategies into your contract management practices ensures that obligations and commitments are met without the stress of forgotten deadlines. The right CMS will support your business's growth by keeping you organized and ahead of schedule.
Reduces Inflated Costs
Most companies have had to grapple with the issue of inflated costs. The latter can affect a new or small business that is only trying to get on its feet. However, cutting costs on contract management can be a short-sighted decision with long-term repercussions.
Consider the risks of inadequate contract management:
- Lost Documents: Misplaced or inaccessible contracts can lead to confusion and disputes, undermining trust with clients and partners.
- Missed Expirations: Failing to track contract renewals or expirations can disrupt services and result in unexpected expenses.
- Data Breaches: Insecure management of sensitive contract information can lead to data breaches, exposing businesses to legal liabilities and loss of reputation.
Contract management software will reduce incidents of inflated costs and strengthen compliance with both external and internal policies. With all of the above in place, you will enjoy enhanced relationships with your customers and suppliers.
By investing in proper contract management, small businesses can safeguard against these risks while building a foundation for sustainable growth.
Tracking Changes
Parties to a contract often make necessary changes for smoother transactions. Tracking these changes can be quite time-consuming and tedious. This is especially if you are dealing with stacks of different contracts. People who run small businesses or the self-employed ones need to save much time because there are not many hands to make work lighter. Contract management software will enable you to track these changes quickly and easily. You can get information on the particular days that you made the changes as well.
By automating these processes, businesses can eliminate the need for manual tracking in spreadsheets and shared drives, providing a streamlined approach to managing contracts and freeing up valuable time for more critical tasks.
Businesses Negotiations
It is critical to prepare adequately for businesses negotiations if you want to be successful in businesses. If you are ill prepared, you may end up with the short end of the business stick and if this happens many times you could lose much money. With the software, you will be able to collect and summarize relevant information from various contracts and other binding documents. The information will help you make will prepare you to negotiate from a point of knowledge. Additionally, the negotiations will be much smoother and faster.
Choosing the Correct Contract Management Software
If you are looking for any contract management software, you will not have a problem as there are quite many of them from different companies. However, if you are looking for an exceptional, relevant, and efficient contract management software, you should be on the lookout for some key features that could help further your course.
Needs of the Company
Having looked at the benefits of contract management software, some people will go out and buy one that does not cater to the needs of their business. Small businesses should especially be careful in this regard so as not to end up with software that is too costly because of its sophisticated features that are not relevant to them. If your business is not so big, you may only require an application that will in sending alerts whenever you achieve a particular milestone.
Why Affordability Matters for Small Businesses
When selecting contract management software, affordability is crucial. Opting for solutions with zero implementation costs can significantly ease the financial burden on small businesses. You can start using the software without worrying about initial expenses, allowing you to allocate funds to other critical areas of your business.
Moreover, choosing software with transparent pricing tiers ensures that you only pay for features you'll actually use. This prevents the common pitfall of overspending on complex functionalities that don't add value to your operations. Instead of buying into unnecessary bells and whistles, you can focus on features that support your specific business needs.
By considering these aspects, small businesses can make informed decisions and invest in contract management software that truly aligns with their budget and operational requirements.
Although some businesses are small in size, they might require the software to be an integral part of its day-to-day running. You can make a choice based on the needs of the company for both the short-term and the long-term.
The idea behind contract management software is increasing productivity by reducing risks and the time needed for creating and maintaining contracts. So many organizations are struggling with manual processes and it is often a sigh of relief when they find software that they can work with easily. The process of contract managements starts with accessing data as fast as possible to cutting costs. This can only be possible if the function of the software match the needs you have for such systems. Ensure that the software you end up with is functional.
Centralized Repository and Security
A robust contract management system should offer a secure, centralized repository for all your contracts. This ensures that documents are not only stored safely but also easily accessible from a single, cloud-based location. This feature is crucial for protecting sensitive data and avoiding the pitfalls of manual processes, such as shared drives and spreadsheets, which can lead to security concerns and lost documents.
Simplify Legal Aspects and Minimize Legal Risk
Contracts are legal documents, and using them properly can simplify any legal issues that may arise. A good example is when either of the two parties wants to change any clause in the contract. Contract management systems also facilitate external and internal audits, which are crucial for anyone who is seeking to keep up with their finances. In some cases, contract management software establishes organized controls. They have been quite instrumental in ensuring that there is a proper framework for adequate contract reviews.
Do more with Limited Resources
In today’s world, people are expected to do much with limited resources. People whose businesses are only starting out greatly benefit from this concept. While it is known to work most of the time, there are instances where one might emphasize too much on productivity which could lead to shortcuts and unwanted omissions. Another benefit of contract management software should look for one that can help them be efficient in their work, given the limited resources. It should also have the ability to streamline the procedures by removing a number of steps.
An example is when sending contracts for financial approval should be on the basis of criteria like the value of the contract and the kind of agreement. Depending on the available data, and details, tasks can be routed mechanically to the appropriate parties that need to intervene and look at the contract for the next steps.
Sustain Profitable Agreements
Not all contracts are profitable for all companies, and this is especially for the long-term when there can be incidents of a supplier increasing their prices or decreasing the quality of the goods. There are, however, many agreements that can offer sustainable profits for your company. Those are the contracts that your company should strive to uphold. You should study all existing agreements to have a competitive advantage. When you need a new contract, you require contract management software.
Key Milestones
Regardless of the size of a company, there are some key milestones that you should always keep in mind. The ideal contract management system will not just give you Trigger-based alerts. The process will entail the use of sophisticated but user-friendly workflow capacities. With such features, your workers will be able to work on relevant items to get decisive milestones.
Visibility
When looking for the ideal contract management software, you should choose software with features that will help you view contracts easily. It should also enable a person to change or renew their contracts easily. This helps to save much time that you can use for something else. Having much time on your hands may enable you to work on different contracts on the same day.
Support
Most companies have come up with user-friendly contracts for their clients. This has helped to make the whole process easier for most companies. However, there are times when a person might need some support to work effectively with the software. Software companies are now offering their clients online support, and you can greatly benefit from them. The best news is that the support can be twenty-four hours every day, and this means that busy companies or online businesses can take advantage of the support as well.
Support can come in the form of training and strategic planning as well. Some companies will offer to implement the software for you. There can be charges for the implementation or the fees for the services can be included in the cost of the software as well. Your company may also need support in the form of email support, software upgrades, help desk software, and call centre and data conversion services. It is also important to consider the issue of support when buying software for your contract management.
Enhancing Usability with Unlimited Support
Small businesses, in particular, can experience significant benefits from unlimited support. Here’s how:
- Diverse Support Channels: Whether you prefer phone, chat, or email, having access to multiple support channels ensures you can get help when you need it, in the way that suits you best.
- Comprehensive Assistance: From initial setup to ongoing troubleshooting, having a dedicated support team by your side every step of the way can make a huge difference in how effectively your team uses the software.
- Cost-Effective Solutions: Many providers offer essential services—such as implementation support and customized training—without additional fees, allowing small businesses to maximize their budget.
- Integration and Customization: Leveraging support staff to import existing contracts or integrate the software with other tools can streamline operations, making the software an even more powerful tool for your business.
By considering these aspects, small businesses can enhance their contract management processes, ensuring they get the most out of their software investment with the help of robust support services.
Semantic Unification
Semantics always presents a nightmare for people who are trying to carry out contract management. T here is always the issue of precision in the wording of the document. The latter is vital to all businesses including the small businesses. With the correct wording, you can come up with a very solid contract. You can produce many drafts as well. You may have to deliberate a single word for days, weeks on end. There are instances where the craft may have to go back and forth between the two parties. The document feature is crucial for keeping up with semantic changes. It occurs in all the documents you open and will let the user know if there were any changes as well as the identity of the person that made the changes. You should be on the look out of the features that can make semantic unification easier for you.
Coordination
Most businesses owners find themselves stuck when it comes to coordination of the different aspects of their contracts. For instance, they might need to implement changes in their contracts. Here, they might need software that will record and merge the changes so as to enhance coordination in the company. All these changes can be merged within a few seconds which means that you will be able to review the merge as it happens and go on to use it when producing the final draft. You should, therefore, choose a contract will help in coordination and thus make your work easier.
Interoperability
Interoperability is one of the factors that most people will consider when looking for the ideal contract management software. It can be very costly having to buy multiple software just because the first one did not work as intended. You should ensure that the software is compatible with other office applications for smooth operations in the businesses. It will also help you save on the costs as you will only buy single software to manage your contracts instead of each for the various functions.
To enhance workflow and efficiency, look for contract management software that integrates seamlessly with popular tools such as DocuSign for electronic signatures, Salesforce for customer relationship management, and Zapier to automate tasks across different apps. These integrations allow you to streamline processes, reduce manual work, and ensure that your team can move faster by leveraging the tools they already use every day. By choosing software with these built-in capabilities, you create a more cohesive work environment, minimizing disruptions and maximizing productivity.
Seamless integrations in contract management software can significantly enhance your business operations:
- Streamlined Document Signing: With two-way integration with platforms like DocuSign, you can sign and import executed documents quickly, cutting down on time spent managing paperwork.
- Enhanced Security and Productivity: Leveraging Okta/SAML 2.0 for single sign-on authentication not only boosts security but also reduces the administrative overhead, freeing up resources for other business-critical tasks.
- Effortless Data Management: Seamlessly transfer contracts between your contract management software and CRM tools like Salesforce, ensuring that all your customer interactions and agreements are consistently tracked and easily accessible.
By ensuring your contract management software can effortlessly integrate with these essential platforms, you position your small business for increased efficiency and cost savings, all while maintaining a streamlined workflow.
In summary, while choosing contract management software, it’s imperative to consider these features and align them with your business needs. This approach not only enhances operational efficiency but also safeguards your company against potential legal issues.
Agent Communication
Drawing drafts in a business is a process that takes place after much deliberation and negotiations. After the process, you may end up with thousands of notes and drafts, which will multiply into more documents and drafts. In the past, people would file all of these drafts in drawers or paperclip them together. Alternatively, they would pile on their desks. Such situations can be difficult because of lack of space and people may have a hard time organising them. The above problems plague people that save their documents electronically as well. It can be difficult finding the latest draft in such a situation. You may find yourself sending a number of drafts to different people so that they can send their collaborative efforts right back to you. Whenever these people open and save the drafts onto the drive, they take up too much space while downloading many drafts for changes at the same time. It gets worse when they end the drafts back because the result is just too many of them for you to handle.
Having the correct contract management software will help such cases by using digital thread technology which connects the how, who, where, what, when of all the drafts. It may create a sort of family tree for the drafts or a helpful flow chart that will help you see your exact position in the protocol. You will no longer have to worry about the order of the drafts as they whirl in because the software will track them thereby saving you much time as well as storage space that will be helpful for other things. Having the ideal contract management software means that you get to save the protocol of the contract
Steps to Effective Contract Management for Small Businesses
Ensuring your business remains safe and efficient through effective contract management involves a combination of strategic planning and adherence to best practices. Implementing a robust contract management system not only streamlines your operations but also protects your business from potential risks. Follow these comprehensive steps to enhance both the effectiveness and safety of your contract management process.
Orientation
Invite all stakeholders involved in contract management to a meeting, including those impacted by the process. Emphasize the senior management's endorsement of the program. If possible, have a senior management member coordinate the meeting to underscore its importance. Explain the reasons behind implementing the program to foster understanding and support.
Best Practices for Business Safety
- Centralize Contract Storage: Ensure all contracts are stored in a centralized, secure digital repository. This prevents unauthorized access and loss of important documents.
- Regular Compliance Checks: Conduct regular audits and compliance checks to ensure all contracts adhere to legal and regulatory standards, mitigating potential liabilities.
- Automated Alerts: Use contract management software to set up automated alerts for key dates such as renewals or expirations, reducing the risk of missed deadlines.
Plan
Develop a comprehensive plan for implementing the contract management program, ensuring all departments are aligned in providing a cost-effective method of managing contracts. Clearly outline tasks, assign responsibilities, and set completion dates to maintain accountability.
Personnel
Designate a specific individual to oversee the contract management system, ensuring it is administered effectively. This person, such as the purchasing or IT manager, will guide the project from start to finish, ensuring deadlines are met and processes are adhered to.
Process
Document a standardized workflow for handling contracts. This ensures consistency across departments and defines how exceptions will be managed, minimizing the risk of errors and miscommunications.
Training
Implement thorough training programs for all personnel involved in the contract management process. This should cover guidelines, terms, and the use of contract management software to ensure everyone is equipped to handle their responsibilities effectively.
Standards
Establish clear standards for maintaining accurate documentation and managing contract addenda. These standards should be regularly reviewed to adapt to changing business needs and legal requirements.
Measurement
Develop metrics to evaluate the effectiveness of your contract management software. Assess accuracy in contract preparation and the efficiency of retrieval processes. Regular measurement allows you to identify if an upgrade or vendor change is necessary.
Auditing
Conduct periodic audits of your contract management system using a checklist to ensure all aspects are functioning as intended. This proactive approach helps identify and rectify potential issues before they escalate.
By integrating these steps and best practices, your small business can enhance the efficiency and safety of its contract management processes, ultimately leading to a more secure and streamlined operation.
What Should Small to Medium-Sized Businesses Look for in a Contract Management System?
Small to medium-sized businesses (SMBs) depend on a myriad of contracts—ranging from customer agreements and service contracts to NDAs and employment offers—to ensure smooth operations and legal protection. However, managing these documents effectively can prove challenging without the right tools. Here’s what SMBs should prioritize when selecting a contract management system:
1. Centralized Storage:
- Look for a cloud-based platform that offers a secure, centralized repository for all contracts. This feature enables easy access and management from anywhere, reducing the risk of lost or misplaced documents.
2. Efficient Search Functionality:
- A robust search function is essential. The system should allow users to quickly find specific contracts or clauses, cutting down execution times and improving operational efficiency.
3. Customizable Reporting:
- The ability to generate customizable reports is crucial. This functionality helps businesses keep track of key contract dates, such as renewals and deadlines, ensuring nothing falls through the cracks.
4. Enhanced Security Measures:
- Prioritize systems with strong security protocols to protect sensitive contract data. This includes user permissions, data encryption, and activity tracking to mitigate security concerns.
5. Integration Capabilities:
- Choose a system that integrates smoothly with other business tools, like CRM or accounting software, for a streamlined workflow and improved productivity.
6. User-Friendly Interface:
- A user-friendly interface ensures that your team can adopt the system quickly, minimizing training times and reducing the frustration often associated with learning new software.
7. Scalability:
- Ensure the system can scale with your business as it grows. This scalability is vital for accommodating an increasing volume of contracts and expanding operational needs without the need for constant upgrades.
Incorporating these features in a contract management system can transform it from a costly burden into a cost-effective solution that boosts efficiency and supports the legal framework of your business.
Unlocking Efficiency: How Contract Management Software Transforms Small Businesses and Legal Teams
Streamlined Contract Management
For small business owners and legal teams, managing contracts efficiently can often seem like an uphill battle. Contract management software simplifies this by consolidating all contracts into a single, easily accessible platform. This centralization helps reduce administrative overwhelm, allowing teams to quickly find necessary documents and focus on closing deals faster.
Enhanced Document Security and Accessibility
Utilizing contract management software ensures that sensitive documents are not only easy to locate but also securely stored. Software solutions like PandaDoc and Concord offer robust security features that protect documents from unauthorized access, both internally and externally. This level of security gives businesses peace of mind, knowing their critical documents are safe.
Boosted Business Operations
Small and mid-sized businesses using such software experience improved operational efficiency. Automated alerts and notifications help teams stay on top of important deadlines, service commitments, and deliverable dates. This proactive approach prevents costly last-minute scrambles and ensures projects remain on track.
Streamlined Workflow and Automation
Gone are the days of manually tracking contracts using spreadsheets or shared drives. Contract management software automates these tedious tasks, saving you valuable time and resources. By freeing up time spent on administrative tasks, small business owners and legal teams can concentrate on strategic initiatives and growth opportunities.
Real Benefits in a Nutshell
- Faster Access: Locate documents up to six times faster, speeding up decision-making processes.
- Secure Storage: Protects documents from unauthorized access, ensuring confidentiality.
- Efficient Tracking: Manage deadlines and key dates effectively, reducing the risk of contract breaches.
- Automation: Eliminates manual tracking, helping you move away from inefficient methods.
In conclusion, contract management software is not just a tool but a crucial ally that empowers small businesses and legal teams to operate more efficiently, securely, and strategically. By investing in the right software, these teams can optimize their contract management processes and focus on what truly matters—driving business growth and success.
The Role of Smart Search and Reporting Tools in Contract Management Software
In the realm of contract management, the ability to swiftly locate and manage legal documents is crucial for various departments, including legal, finance, and operations. Advanced search and reporting tools immensely enhance this process, serving as the backbone of efficient contract management.
Efficient Document Location
Sophisticated search features, particularly those utilizing advanced Optical Character Recognition (OCR) technology, allow users to delve into scanned documents with precision. This means users can effortlessly search for party names, expiration dates, and key terms, ensuring that no time is wasted in finding essential information.
Comprehensive Tracking
Smart tools facilitate the tracking of relationships, such as those with customers, vendors, and partners. Documenting vital contract milestones such as deliverables and expiration dates becomes seamless, aiding departments in maintaining compliance and nurturing third-party relationships.
Organized Document Management
By enabling users to label and categorize documents, contract management software ensures that contracts are organized systematically. This systematic approach streamlines retrieval processes and supports better document governance.
Customizable Insights
Role-based dashboards, which are customizable, offer tailored insights for various users. This means operators can access data specific to their needs, from project managers seeking deliverables to finance teams tracking key timelines.
In conclusion, smart search and reporting tools are instrumental in elevating the efficiency and precision of contract management. They empower users across different departments to manage contracts proactively, ensure compliance, and execute business operations with confidence.
Sure! Here's an engaging overview:
Unlocking the Power of Seamless Integrations for Small Businesses
Imagine a world where managing your business contracts is as smooth as a breeze. Integrating platforms like DocuSign, Salesforce, and Okta can transform that vision into reality, offering a well-oiled system that boosts efficiency and productivity.
Accelerate Agreement Processes with DocuSign
With DocuSign integration, signing documents becomes a swift, hassle-free task. You can easily send, track, and manage documents, greatly reducing the time taken to finalize agreements. This means you'll spend less time waiting and more time doing what really matters—running your business.
Streamline Business Operations with Salesforce
Moving contracts between systems is often cumbersome. However, with Salesforce integration, transferring customer contracts becomes seamless. This ensures that your sales team always has the most up-to-date information, fostering better customer relationships and facilitating quicker decision-making.
Enhance Security and Efficiency with Okta
Security and accessibility are paramount. Okta’s single sign-on feature allows users to access multiple applications securely, reducing administrative overhead and the hassle of managing multiple passwords. This not only boosts productivity but also fortifies your business against security breaches.
By leveraging these powerful integrations, small businesses can maintain a sharp competitive edge, where speed, accuracy, and security come together to support thriving operations.
Unlocking the Power of Unlimited Users and Custom Permissions for Small Businesses
Small businesses thrive on collaboration and efficiency, but managing access to crucial documents can often be a bottleneck. With unlimited users and custom permissions, these challenges become opportunities for enhanced productivity and security.
Advantages of Unlimited Users
- Seamless Collaboration
Unlimited users mean everyone who needs access can have it. Whether your team consists of 10 or 100 people, each member can view necessary documents simultaneously without additional costs or restrictions. This unencumbered access leads to faster decision-making and project turnaround. - Scalability
As your business grows, your document management system can grow alongside it. Adding new team members or expanding your workforce doesn't require renegotiating terms or incurring extra expenses, making it easy to scale operations seamlessly.
Benefits of Custom Permissions
- Enhanced Security
Not every team member needs the same level of access. Custom permissions allow you to tailor document visibility and editing rights, safeguarding sensitive information. For instance, financial documents can be restricted to management, while other team members retain access to operational files. - Streamlined Workflow
By controlling who can edit or approve documents, you can streamline workflows. Assigning specific permissions ensures that only designated individuals can make changes or approve processes, reducing errors and miscommunication. - Accountability and Tracking
When permissions are specifically assigned, tracking changes and understanding who accessed or modified documents becomes straightforward. This transparency increases accountability and helps prevent misunderstandings.
Making the Most of Your Tools
Incorporating unlimited users with custom permissions transforms document management from a tedious task into a streamlined process that aligns with your business goals. By creating a more efficient work environment, your team can focus on what truly matters: growing and succeeding in your market.
By leveraging these features, small businesses can optimize their operations and ensure that everyone has the right access to the right information at the right time.
Why is Sharing and Role Permissions Important in Contract Management?
In the complex world of contract management, controlling who sees what is crucial. Giving the right individuals access to specific documents while keeping sensitive information protected is key. Here's why sharing and role permissions are vital:
- Enhanced Security: By tailoring access, organizations can ensure that sensitive contracts do not fall into the wrong hands. This safeguard prevents unauthorized access and potential data breaches.
- Streamlined Access Management: With role permissions, assigning who can view or edit documents becomes a simple task. This feature ensures that only qualified team members have the authority to make changes or view certain details, maintaining the document's integrity.
- Improved Collaboration: Sharing capabilities ensure that relevant teams have access to necessary contractual information, promoting transparency and collaboration across departments like finance and sales.
- Customizable Permissions: Organizations can easily adjust who has the authority to view, edit, or manage contracts. This flexibility allows for quick adaptation to changing team dynamics or project requirements.
- Audit and Compliance Support: By controlling document access, companies can maintain a clear trail of who interacts with contracts, aiding in compliance and auditing processes.
Overall, sharing and role permissions go beyond simple access control by enhancing security, improving collaboration, and ensuring robust compliance. These elements are indispensable for efficient and secure contract management.
What Integrations Are Available with Contract Management Software and How Do They Help?
Contract management software often comes with a variety of integrations that enhance your business operations by simplifying workflows and improving efficiency. Some of the most powerful integrations include:
1. Document Signing and Management
- DocuSign Integration: With the integration of DocuSign, you can sign documents faster and streamline the importation of executed agreements. This two-way integration ensures that signed documents are quickly and automatically transferred back to your contract management system, reducing manual entry and minimizing errors.
2. Customer Relationship Management (CRM) Systems
- Salesforce Compatibility: Seamlessly transfer customer contracts by integrating with Salesforce. This connection allows you to manage and track contract information alongside customer data, enhancing your ability to maintain relationships and conduct follow-ups efficiently.
3. Identity and Access Management
- Single Sign-On (SSO): By incorporating services like Okta/SAML 2.0 for single sign-on authentication, contract management software can significantly reduce administrative workload. Users can access all necessary applications through one secure login, improving productivity and tightening security protocols.
How Do These Integrations Help?
- Faster Workflows: By automating and simplifying document signing and management, these integrations help your team work faster and more efficiently, freeing up time for critical tasks.
- Improved Data Accuracy: Automatic data syncing between software systems reduces the risk of human error and ensures that all data is up-to-date across platforms.
- Enhanced Security: Single sign-on solutions integrate robust security measures, reducing the number of weak points vulnerable to unauthorized access.
These integrations not only streamline the contract lifecycle but also support broader business objectives by aligning your contract management system with other indispensable operational tools.
Exploring contract management software that offers fair pricing and a free trial can be a game-changer for your business operations. Here’s why:
Key Advantages
- Affordable Investment: With fair pricing, you can manage your contracts without breaking the bank. This makes it accessible for businesses of all sizes, from start-ups to established enterprises.
- Risk-Free Trial: The free trial allows you to test the software's features and capabilities without any financial commitment. Evaluate how it integrates with your workflow and decide if it meets your needs before investing.
- Unlimited User Access: No restrictions on the number of users mean your entire team can access and collaborate on contracts seamlessly. This fosters better teamwork and ensures everyone is on the same page.
- No Setup Costs: Zero implementation fees mean you can get started right away without worrying about additional expenses. This can significantly lower the initial barrier to entry.
Long-Term Benefits
When selecting contract management software, the initial advantages pave the way for substantial long-term benefits. You'll find your team more organized, efficient, and effective, with more time to focus on core business activities instead of getting bogged down by administrative tasks.
In conclusion, choosing software with a transparent pricing model and the opportunity to explore its features for free is a savvy move. It provides not just savings, but also peace of mind as you transition to more efficient contract management.
Boosting Efficiency and Minimizing Risk through Faster Contract Execution
For small businesses, executing contracts swiftly isn't just about saving time—it's about reducing risks and enhancing transparency. Let's explore how speeding up the contract process can benefit your business.
1. Enhanced Risk Management
- Prevent Missed Deadlines: By moving contracts through the pipeline faster, businesses can avoid costly errors like missing renewal dates or key deadlines, which often result in penalties or undesired renewals.
- Minimize Legal Exposure: Efficient contract execution reduces the window for omissions or errors that might expose your business to legal risks. With faster execution, there's less opportunity for crucial contractual elements to go overlooked.
2. Improved Visibility and Control
- Centralized Document Management: A quick turnaround in contract execution ensures that all documents are up-to-date and stored in a central location, providing easy access for team members and maintaining consistent oversight.
- Real-Time Updates: Fast contract processing allows for immediate updates and notifications, keeping your team informed and aligned with the latest agreements and commitments.
3. Strengthened Client Relationships
- Professionalism and Reliability: When contracts are executed swiftly, it reflects your company’s professionalism, enhancing trust and reliability with clients and partners.
- Responsive Adjustments: Quick execution facilitates prompt adjustments to terms as needed, enabling your business to better accommodate client needs and market changes.
To achieve these benefits, small businesses can adopt contract management solutions specifically designed for their scale and requirements. Look for platforms offering features like automated reminders and a user-friendly interface to streamline processes without stretching resources thin.
In conclusion, by executing contracts faster, small businesses can not only streamline their operations but also fortify their legal standing and enhance overall visibility into their commitments.
Discover the Smartest Search and Reporting Tools in Contract Management Software
In today's dynamic business environment, effective contract management is crucial. Smart search and reporting tools play a pivotal role in keeping critical documents at your fingertips. Here's what makes modern contract management tools indispensable:
- Advanced OCR Technology: Cutting-edge Optical Character Recognition (OCR) capabilities empower businesses to effortlessly search through scanned documents. Whether it's finding party names, key terms, expiration dates, or deliverables, OCR ensures no detail goes unnoticed.
- Comprehensive Tracking: Efficiently monitor various contract details, such as customer agreements, vendor terms, and employment offers. Stay ahead of crucial dates and deliverables with streamlined tracking processes.
- Categorization and Organization: Group your documents logically for easy retrieval. Implement systematic document labeling to maintain an organized repository that simplifies management across departments.
- Customizable Dashboards: Tailor dashboards to suit the unique needs of different roles within your organization. Offering role-based insights, these dashboards empower business operators to quickly glean essential contract information.
These tools enhance operational efficiency, ensuring that legal, finance, and project management teams can locate vital documents swiftly and manage third-party relationships effectively. Embrace the power of smart contract management software to stay organized and informed.
How Do Templates and Intake Forms Speed Up Contract Creation?
Creating contracts from scratch can be a time-consuming and daunting process. However, utilizing templates and intake forms revolutionizes this task by significantly streamlining contract creation. But how exactly do they accelerate the process?
1. Simplified Structure
Templates provide a predefined format that includes all necessary sections, such as terms and conditions, which means you won't have to start from zero. This structured approach ensures consistency and compliance, reducing the chances of errors and omissions that can delay finalization.
2. Automated Data Entry
Intake forms come into play by automating data collection. Instead of manually gathering client or vendor information, these forms capture and organize data efficiently. Imagine having fields for names, addresses, and payment details filled instantly – it minimizes repetitive tasks and speeds up the initial stages of contract creation.
3. Seamless Integration
Many platforms allow seamless integration of these templates and forms with your company’s existing digital tools, such as DocuSign or Adobe Sign. This allows for smooth transitions from draft to execution phase without the need for manual document handling.
4. Dynamic Customization
Despite the standardized format, templates are highly customizable. Tailoring a template to meet specific client needs involves simply adjusting variables or clauses instead of rewriting the entire document. This adaptability ensures that each contract remains relevant and personalized without requiring extensive time investment.
5. Efficient Approval Workflow
Templates come equipped with built-in approval workflows. This feature notifies stakeholders automatically and routes the contract for necessary approvals. Streamlining this process accelerates the review cycle, ensuring that contracts are cleared in a timely manner.
6. Enhanced Version Control
Version control is an invaluable advantage offered by modern contract management systems that use templates. Keeping track of every change and update in real-time eliminates confusion and ensures that all parties are aligned on the latest version of the contract, speeding up the negotiation process.
In essence, templates and intake forms are not just tools but essential components in modern contract management that significantly reduce creation time and enhance efficiency. By simplifying drafting, automating data collection, and streamlining the overall workflow, they empower businesses to expedite contract execution without compromising on quality.
How Sharing and Role Permissions Enhance Document Access in Small Businesses
In small businesses, effectively managing document access is crucial for maintaining security and streamlining operations. Sharing and role permissions play a pivotal role in achieving this. Here's how they can significantly improve document management:
Streamlined Access for Different Departments
- Tailored Permissions for Diverse Needs: Each department—finance, sales, management—requires access to specific documents. Role-based permissions enable you to grant tailored access rights to teams, ensuring they can effortlessly find vendor agreements, customer contracts, or other essential documents relevant to their functions.
Enhanced Security with Controlled Permissions
- Individual Level Control: With precise control over document permissions, business owners can control who can read, write, or both at an individual level. This prevents sensitive information from reaching unintended users and keeps confidential data secure.
Simplified Permission Management
- Ease of Use: Assigning and revoking access is streamlined, often achievable with just a click. This simplicity ensures that businesses can quickly adapt to new team members or organizational changes without compromising security.
Keeping Everyone Informed
- Centralized Information Sharing: By setting enterprise-wide access where needed, small business teams are kept in the loop. This promotes collaboration and ensures that everyone works with the most up-to-date information.
In essence, implementing an effective sharing and role permission strategy can diminish accessibility headaches while safeguarding sensitive information, thus enhancing overall business efficiency.
How Can Small Businesses Ensure Everyone Has Access to the Documents They Need?
Effective document management is crucial for small businesses looking to boost collaboration and efficiency. Here’s how you can make sure your team always has access to the necessary documents:
Utilize Cloud-Based Solutions
- Choose a Reliable Service: Platforms like Google Drive, Dropbox, and Microsoft OneDrive offer robust solutions that allow team members to access files from anywhere, anytime.
- Set Up Shared Folders: Create shared folders where documents are organized by project or department, ensuring easy access and streamlined collaboration.
- Leverage Real-Time Syncing: These tools automatically sync documents, so everyone sees the most updated version without manual updates.
Implement Custom Permissions
- Define Roles and Access Levels: Customize access permissions to ensure sensitive information is only available to those who need it.
- Regularly Review Permissions: Conduct periodic audits to update access levels as roles within the organization change.
Use Document Management Software
- Invest in Specialized Software: Consider document management tools like Zoho Docs or Box, which offer advanced features such as version control, compliance tracking, and secure sharing options.
- Automate Workflows: Enable automated notifications and workflow processes to ensure documents reach the right individuals without delay.
Foster a Collaborative Culture
- Encourage Team Collaboration: Promote a culture where team members can freely share insights and suggestions about document usage and storage needs.
- Regular Training Sessions: Conduct training sessions to educate staff on the best practices for document management and the tools at their disposal.
By adopting these strategies, small businesses can enhance productivity and ensure that all team members have seamless access to the documents essential for their work.
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