Contracts Administration Module

  • Updated

The Contracts Module is a powerful tool for storing, managing, and approving institutional agreements. 

 

Permissions

  • Users with the Community Administrator role.

 

Access the Contracts Module

  • Go to the Administration module.
  • Select Modules and > click Contracts.

 

Best Practices for Administrators

  1. Standardize Link Types: Before launching the module, define 3–4 standard link types so users don't create overlapping or confusing relationships.
  2. Required Documents: Use Document Types to signal to users which files are mandatory for a specific contract type.
  3. Workflow Simplicity: Start with a simple "Reviewer > Approver" workflow before adding complex branching logic to ensure user adoption.

 

Contract Types

This tab defines the high-level categories for your agreements.

 

  • Flexibility: You can create types for Purchase Agreements, Certificates of Insurance, Master Agreements, or any other staff-signed document.
  • Custom Forms: For each Contract Type, you can attach a Community Form. This allows you to mandate specific data entry (e.g., "Board Approval Date") whenever that specific type of contract is created.
    • If your community has opted into Contracts eSignature premium feature, you will see the option E-Signature Required to enable when creating a custom Contract Type. Once enabled and the user selects the applicable Contract Type when creating a contract. The Signature tab will appear on the contract, after creation.

Note: If your are interested in the eSignature premium feature, please reach out to your Unimarket Customer Success Manager.

 

Document Types

Use this tab to keep attachments organized within a contract record.

 

  • Organization: By creating types like "Signed Signature Page," "Amendment," or "Pricing Schedule," you ensure that anyone viewing the contract can quickly find the specific file they need rather than digging through a single list of attachments.

 

Link Types

Link Types define the relationships between different contracts in the system.

 

  • Inward Relationship: Describes how the relationship points toward "this" contract (e.g., "Master Agreement of").
  • Outward Relationship: Describes how the relationship points toward "the other" contract (e.g., "Sub-Agreement of").
  • Use Case: This is ideal for linking a large Consortium Agreement to the specific supply agreements your institution has signed underneath it.

 

Workflow

Workflows provide a formal peer review and approval process for contracts before they become "Active."

 

  • Customization: You can design unique paths for each Contract Type.
  • Steps: Contracts can be routed through specific individuals or groups for review, editing, and final approval.
  • Status: A contract remains in a "Pending" or "Draft" state until it successfully completes the designated workflow.

 

Settings

This tab controls global permissions for users who have the Create Contracts role (standard users/contract owners).

 

  • Upload/Download: Enable this to allow owners to bulk upload or export their own contract data.
  • Contract Renewal: 
    • Enabled: The "Renew" button appears on active contracts, allowing owners to extend agreements easily.
    • Disabled: The "Renew" action is hidden globally, forcing new contracts to be created from scratch once old ones expire.

 

What's Next/Related