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Contract Documentation

Store core contract agreement files against the contract record

Written by Rochelle Sanderson

Contract Documents

Each version of your contract can have one Contract document stored against it. When uploading the document signatures can be captured via:

  • Uploading a signed document.

  • Uploading the unsigned contract, then after the approval uploading the signed contract.

Contract documents have a maximum file size of 24mb

Viewing the contract documents

When viewing the document, you will be able to view the signed and unsigned contract (if applicable).

  1. Open the contract shell housing the contract documentation

  2. Click on the 'Contract' tab from the section menu

  3. Hover over the document you wish to view

  4. Click 'View' button to open a preview

Variating a contract

When variating a contract, start by clicking 'Request variation' to update the details being varied and progress through the wizard to saved and send the variations for approval.

When variating the contract document, it can be updated and stored as either a variation of the initial contract, or a new master contract.

Once the new version is approved, it will show in the Contracts tab with the hierarchy, date of upload and status for tracking and audit purposes.

Supporting documents

In addition to the core contract document, supporting documents can be attached to the contract record.

Supporting documents can not be signed through the E-Signature integration.

Removing Incorrect Contract and Supporting Documents

At times the incorrect documents could be uploaded to a contract shell. To solve this issue, you first need to evaluate whether the contract shell is still sitting in the 'Draft' status or if it is submitted and holds a status of either 'pending approval', 'pending signature', 'active', 'expired' or 'ceased'. Here is what to do for each status:

Draft Contract Shells:

  1. Enter the contract shell and navigate the to the 'Contract' tab of the creation wizard]

  2. Click on the 'edit' button seen in the first screenshot below

  3. Click 'confirm' on the pop up window

  4. Hover over the document name and click on the '...' button

  5. Click 'delete'

  6. This will remove the document so that you can add the correct document

Pending Approval Contract Shells:

  1. Enter the contract shell and click 'Revoke Request' to remove approval request first and revert the contract shell back to a 'draft' status

  2. Navigate the to the 'Contract' tab of the creation wizard within the now 'draft' Contract shell

  3. Click on the 'edit' button seen in the first screenshot below

  4. Click 'confirm' on the pop up window

  5. Hover over the document name and click on the '...' button

  6. Click 'delete'

  7. This will remove the document so that you can add the correct document and push the contract shell back out for approval

Pending Signature Contract Shells:

  1. Enter the contract shell and click 'Revoke Request' to remove Signature requests first and revert the contract shell back to a 'draft' status

  2. Navigate the to the 'Contract' tab of the creation wizard within the now 'draft' Contract shell

  3. Click on the 'edit' button seen in the first screenshot below

  4. Click 'confirm' on the pop up window

  5. Hover over the document name and click on the '...' button

  6. Click 'delete'

  7. This will remove the document so that you can add the correct document and push the contract shell back out for approval and signature

Active or Expired Contract Shells:

Contract shells with this status have already had the documentation approved and signed therefore you can only change the documentation via a Variation of the Contract

Ceased Contract Shells:

Contract shells with this status have already had the documentation approved, signed and Closed out via a cessation exercise therefore the documentation would not need to be changed and cannot be altered for audit purposes.

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