Contracts - Comments Tab

  • Updated

The Comments tab in the Unimarket Contracts module, provides a centralized space for internal stakeholders. To collaborate, document milestones, and maintain a permanent audit trail of all contract-related events.

 

Why Use Contract Comments?

Unlike emails, which can be lost or restricted to private inboxes, comments made within the contract record are:

  • Permanent: Saved and accessible even after the contract has reached its end date.
  • Audit-Ready: Every comment is automatically time-stamped and associated with the user who posted it.
  • Transparent: All members of the contract can see the discussion. Ensuring everyone is on the same page regarding negotiations or performance issues.

 

How to Add a Comment

To post a message to the contract record:

  1. Locate the Contract: Go to the Contracts module. Use the Search field or Filters to find the specific agreement.
  2. Open the Record: Click on the Contract Number.
  3. Navigate to Comments: Select the Comments tab from the horizontal menu.
  4. Initiate: Click +Add Comment.
  5. Write Your Message: Enter your text into the message box.
  6. Finalize: Click Send.

 

Mentioning Users (Notifications)

If you need to draw a specific person's attention to a comment, use the Mentioned Users feature:

  • In the Mentioned Users field, select the name of the colleague you wish to notify.
  • Result: The mentioned user will receive an immediate email notification stating, "You were mentioned in this comment," including a link to the contract.

 

Best Practices for Documentation

To get the most out of the Comments feature, consider using it to document:

  • Verbal Agreements: Summarize phone calls or meetings with the supplier.
  • Performance Issues: Log any instances where the supplier failed to meet Service Level Agreements (SLAs).
  • Internal Approvals: Reference specific internal board or departmental approvals that led to contract amendments.
  • Renewal Intent: Document the decision-making process behind whether or not to renew an expiring agreement.

Note on Visibility: Comments are for internal community members only. The supplier/counterpart cannot see these comments unless they are explicitly invited into your community with a specific role, ensuring your internal deliberations remain private.