The Contracts Module is a powerful tool for storing, managing, and approving institutional agreements. For users with the Community Administrator role, the module is managed via:
The Administration module > select Modules > click Contracts.
Best Practices for Administrators
- Standardize Link Types: Before launching the module, define 3–4 standard link types so users don't create overlapping or confusing relationships.
- Required Documents: Use Document Types to signal to users which files are mandatory for a specific contract type.
- 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.
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.
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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.