contract management user guide - sourcedogg · contract management user guide october 2017...

October 2017 Copyright by SourceDogg 1

Contract Management User Guide

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Contract Management

User Guide

Date: October 2017



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Contents

Contract Management ............................................................................................................................ 3

1. Create a Folder ............................................................................................................................ 3

2. Create a Contract ........................................................................................................................ 5

3. Working with Existing Contracts ................................................................................................. 6

4. Cloning a contract ....................................................................................................................... 7

5. Custom fields .............................................................................................................................. 9

6. Advanced Search ....................................................................................................................... 14

Tags ............................................................................................................................................... 17

Participants ................................................................................................................................... 18

Title ............................................................................................................................................... 18

Key Date Values ............................................................................................................................ 18

Document ...................................................................................................................................... 18

Custom Fields ................................................................................................................................ 19

Date Range .................................................................................................................................... 20



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Contract Management

SourceDogg’s Contract Management is a centralised electronic repository allowing organisations to

store, track, share and monitor contracts - enabling them to manage the right contract, at the right

time. SourceDogg allows the User to create Folders and Sub Folders and create a detailed contract

repository.

1. Create a Folder

To create a Folder or Sub-Folder, click on Contract Management in Resource’s on the Tool bar or

click on the ‘Manage Contracts’ Tile on the homepage. Either option will bring you through to the

Contract Management Module.



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Contracts can be organized into folders. This will enable categorizing and searching through

contracts. They can be can grouped in category, department or value, for example.

To navigate between folders and Contracts, just click the name of the relevant item. The uppermost

bar will show current location, and any Contracts or folders you create will be added at that location.

Other controls on this page include a search box to help you find specific Contracts by title, Tag or

participating Supplier, and a cog button allowing you to edit or delete items.



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2. Create a Contract

The Screen Grab below shows the Contract creation page.



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Title: Contract title Contract Documents: Attach a document (or multiple) e.g. draft & signed copies. The date added is shown and you can sort your list of documents alphabetically, by date added or by size.

Contract Team: Assign roles & nominate team members to receive notifications about this contract. Tags: This is an internal field at which the User can enter Tags. Tags are a way of categorising and labelling different areas of SourceDogg. Here tags such as Construction, Project Number, Building Maintenance etc. can be used. Participants: Link the contract to the relevant Suppliers. In pool suppliers will be marked with a star when added.

Contract Value: The Currency and Value of the Contract Start Date & End Date: The Contract Dates Key Dates: Choose dates relative to the start/end date or choose manual date. These dates can be

in the past or future. For future key dates, email reminders will be sent to the assigned Users. For

ease of use, there are options below to add 30, 60, 90 or 180 days to the key dates.

Custom Fields: Any active contract custom fields will appear here and can be populated.

3. Working with Existing Contracts

Users with appropriate Permissions can edit or delete contracts they are included in as Team

Members. Admin users can edit or delete any contracts, regardless of whether they are included.

To edit or delete a contract, click the cog icon next to it and choose the relevant option.



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Editing a Contract allows you to change any of the information entered when the Contract was first

created.

Deleting a Contract removes it from SourceDogg permanently.

Download allows the User access to download any documents related to a contract from the cog

menu, without having to view the details of the Contract.

Using the checkbox next to the contract title allows user to select several contracts at the same time

and by clicking on the Action button, these can be Moved to Folder.

Using the same features, multiple folders can be moved to a new location.

4. Cloning a contract

You can also clone contracts. To do so, go to ‘Edit Contract’ and click on ‘Actions’. Select ‘Clone’ from

the dropdown. A dialog box is displayed where you can enter the Title of the contract and its start

and end dates. All the other fields, e.g. custom fields, team members etc. are copied over from the

original contract. The attachments are NOT copied and you must add them before you can save the

new contract record.



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You can also clone the contracts from the folder view, just click on the cog wheel on the right of the

contract title and select ‘Clone’. This will display the above dialog box and you will need to enter a

title and start / end date for the new contract.



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5. Custom fields

An admin user is able to create unlimited number of custom fields for the Contracts section. These

are created by going to Settings > Contract custom fields > Add Custom Field

• The Description of Custom Field will be displayed just below the field for user attention.

• Validation Pattern – is used to ensure the user enters the data in the format that is

required, e.g. project number could be defined as number entry only.

The pattern can be tested before it is used. To do so, click on the link ‘Help with this pattern’,

displayed just below the ‘Validation Pattern’ field. The pop up window will appear helping user to

create a pattern and to test it.



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Some validation pattern examples are provided in the pop-up window. Users, can also create their

own validation patterns by entering ‘regular expression’ formulas.



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Testing of a validation pattern restricting users to number values only:

• Background Colour – user can define the background colour of the custom field.

To do so, click on the grey square at the end of the Background Colour field and the colour palette

will appear. Once the colour is selected, the colour code will be populated into the field in ‘Settings’

section, and the coloured field will be observed in the Contracts section.



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• Dropdown Custom Field – is used to give users the option to select from a list of pre-defined

values, when entering information for contract.

When creating a Dropdown Custom Field, users can select from previously created Lists or can

create a new one. To create a new Dropdown Custom List please go to Settings > Dropdown Custom

Lists > Add Custom List

• Allow paragraph of text – allows users to enter a paragraph of text rather than just one line

of text.

• Display in Contract list view – by selecting this option, the custom field will be displayed in

the contract folder view. See screenshot below.



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• Running total – by selecting this option, the custom field will be displayed next to any Key

Dates (Reminder) active on that contract. Only one custom field can be active and this will

be listed against all Key Dates.

The description of the custom field will appear when cursor is placed on the blue question mark next

to the custom field.

The order in which custom fields are listed when viewing a contract can easily be changed using the

drag & drop functionality. The order can be only be changed via the Settings > Contract Custom

Fields menu and cannot be done on the individual contracts themselves



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6. Advanced Search

Advanced Search is a feature added to Contract Management module in SourceDogg to help the

users of the platform to search for a particular contract previously saved in the contract repository.

To access Advanced Search, the user must open the Contract Management module either by clicking

on the tile in the dashboard, or on the Contracts link in the Resources menu bar.

To access the search function, click on the blue ‘Advance Search’ button that will open the search

options.

The user can use several options to search for contracts, it is possible to base the search based on

Tags, Participants, Title, Key Value Dates, Documents, Custom Fields and Date Range.



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It is also possible to extend the search to multiple keywords by clicking on the “Add Filter” button.

The user has the option to select either AND or OR as their filtering options. If AND is selected, this

will return contracts where all keywords are found. If the user selects OR, the search will result in

listing contracts where either of the two keywords is found.

The results of the search are then displayed on the right of the search tool, listing all the contracts

matching the search parameters.



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By clicking on the Title of a contract, the user will open a new window, in which details of the

contract will be displayed and the user will be able to edit the contract (based on user permissions)

Clicking on the ‘Document’ link will automatically download and open the document, allowing the

user to read documents attached to the relevant contract.

If the user clicks on the Location link, they will be brought to the folder where the contract is saved.

The user has the ability to refine their search by clicking on one or more fields within Contract

Management module.



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Tags

‘Tags’ are searchable keywords used within contracts to allow faster search or categorization of

contracts. By selecting checkbox Tags, the search engine will look in the database and match the

searched keyword to the existing contract.



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Participants

‘Participants’ are suppliers assigned to a particular contract. By selecting the ‘Participants’ checkbox,

the user can search for all contracts with the given supplier.

Title

If the user selects the ‘Title’ checkbox, this will search for a keyword in the title of the contracts.

Key Date Values

Using the checkbox ‘Key Date Values’ searches values entered against Key Dates. If found, it returns

the list where the keyword matches the contract.

Document

Selecting the ‘Document’ checkbox will search for the keywords in the title of the document saved as

an attachment to a contract and also within text of the documents themselves. The functionality

also extends to use of Optical Character Recognition technology that also allows searching within the

scanned documents in PDF or image file types. Please note that search will be dependant on



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Custom Fields

This feature allows the user to search the values in the organization’s Custom Fields. When selecting

the ‘Custom Fields’ checkbox, a field for adding the specific custom field is activated.

To search data in particular custom field, the user

needs to click on “Add Custom Field” button and

select the field from the list.



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Selecting a Custom Field from the list and adding the keyword will search for this keyword within the

custom field and list all matching records.

Date Range

By selecting the date range and adding the “From” and “To” dates, the user is able to limit their

search to a certain period.