The Alerts tab is a critical tool for ensuring proactive contract management. These automated email notifications help contract owners and members stay informed. About upcoming deadlines, negotiation windows, and administrative milestones; without needing to log in to the system daily.

Permissions

• Users must be assigned the Create Contracts role, even with the Community Administrator role.

Why Use Contract Alerts?

Alerts serve as an automated "tickler" system for your procurement team. Common use cases include:

• Renegotiation Windows: Setting a reminder 90 days before expiration to review terms.
• Payment Verifications: Confirming that a scheduled milestone payment has been issued.
• Periodic Reviews: Reminders to audit supplier performance or update contract documentation.
• Compliance Checks: Ensuring updated Insurance Certificates are received.

Key Rules to Remember

• Recipients: Every user listed on the Members tab (Owners, Editors, and Viewers) will receive these email alerts.
• Finishing: After adding your alerts, you must click Finish to save the changes to the contract record.
• Flexibility: Alerts can be added or removed at any time via the Amend action.

Access the Alerts Tab

You can manage alerts during any of the following stages:

• Creation: While setting up a new contract manually.
• Amendment: By selecting a contract and choosing the Amend action.
• Renewal: During the contract renewal workflow.

Create a Non-Recurring Alert

Use this for one-off tasks or specific milestones.

1. Navigate to the Alerts tab and click Add Alert.
2. Name: Enter a descriptive name (this will be the subject of the email).
3. Date: Select the specific date and time the notification should be sent.
4. Click Add.
5. If you are creating a contract, select Finish.
   • Continue: Returns you to the Dates & Extensions tab.
   • Cancel: Discards current progress and ends the contract creation session.

Create a Recurring Alert

Use this for ongoing maintenance (e.g., monthly performance reviews). 

Note: Recurring alerts automatically terminate when the contract reaches its end date.

1. Click Add Alert and check the Recurring box.
2. Name: Enter the alert title.
3. Frequency: Select the interval (e.g., Monthly, Quarterly, or Annually).
4. Date: Select the start date and time.
5. Click Add.
6. If you are creating a contract, select Finish.
   • Continue: Returns you to the Dates & Extensions tab.
   • Cancel: Discards current progress and ends the contract creation session.

View Issued Alerts

Once a contract is Active, you can verify which alerts have already been sent to your team:

1. Go to the Contracts module and locate the desired contract.
2. Open the contract > select the Alerts tab.
3. Check the Show Issued Alerts box, to see a history of past notifications.