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Contracts

v5.0 - Last Mod.: 07/31/2008
With the SITEFORUM Contract Management you can easily administrate all contracts of your company including all subcompanies or departments. You give dates of cancelation and reminders so no contract gets extended unintentional. You can upload writings which have to be changed after a certain time frame.
Note: To work in this section you need to have the user role "Contract Manager" or "Portal Master."

1. Companies & Contracts

Note: Give authorized users the role of the "Manager" or "User" so they can verify or edit contracts or writings.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Contracts.
  3. In the navigation on the left below Manage Contracts click Companies & Contracts.
You get to the overview of the existing companies.

1.1 Company Overview

So far created companies are listed in the table:
  • Comnany Name Shows the name of the company.
    By clicking the name you get to the master folder.
  • Rename By clicking the icon you can rename the a company.
  • Delete By clicking the icon you can delete the company.
Add Company
Note: If you add a new company all master folders are adopted immediately, q.v. 3. Manage Master Folder.
  1. Click in the overview the tab Add.
  2. Enter in the field Name the name for the new company.
  3. Click the button Save.
Rename Company
  1. Choose in the overview the desired company and click the icon Rename.
  2. Enter in the field Name a new name.
  3. Click the button Save.
Delete Company
  1. Choose in the overview the desired company and click the icon Delete.
  2. Confirm the erasing procedure by clicking the button OK.
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1.2 Folder Overview

  1. Choose in the Company Overview the desired company.
  2. Click the Company Name.
You get to the folder overview. With the help of the path navigation in the area You are here you can easily navigate in the different folder levels.
  • Folder Name Shows the name of the folder.
    By clicking the name you get to the containing contracts/writings.
  • Obligative Dataset Shows how many obligative datasets are uploaded already, q.v. 3.3 Add Obligative Dataset.
  • Rename By clicking the icon you can rename the folder.
  • Delete By clicking the icon you can delete the folder.
Per default all folders which were created as master folders are listed, q.v. 3. Manage Master Folder. If required you can add further folder, q.v. Add Folder.

As far as the chosen folder contains contracts or writings already, then they are listed as well:
  • Type Shows via symbol if the file is a contract or a writing. For details please see the Legend at the end of the table.
  • Designation Shows the name.
    By clicking the designation you can view details of the contract/wiriting.
  • Contracting Party In contracts this shows the contracting party.
  • Keywords Shows given keywords.
  • Person in Charge Shows the person in charge.
  • Verifier Shows the verifier.
  • Validation Shows the validation.
  • Delete By clicking the icon you can delete the contract/writing.
Add Folder
Note: If you add a folder this new folder is not displayed in the other companies. It is displayed only in that company where you are aright now.
  1. Click down to the level where you want to add the folder.
  2. Click the tab Add Folder.
  3. Enter in the field Name a name for the folder.
  4. Click the button Save.
Rename Folder
  1. Choose the desired folder and click the icon Rename.
  2. Enter in the field Name a new name.
  3. Click the button Save.
Delete Folder
Note: You can only delete folders which do not contain any contracts or writings.
  1. Choose the desired folder and click the icon Delete.
  2. Confirm the erasing procedure by clicking the button OK.
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1.3 Add Contract

Note: You can add contracts and writings. Contracts are provided with a contracting value and a contracting party, while writings neither have a value nor a partner. But you can bring neccessary changing on the document to mind (e.g. certificate of registration).
  1. Click down to the level where you want to add a contract or a writing.
  2. Click the tab Add Contract.
  3. Choose if you want to upload a contract or a writing and click the corresponding link.
Add Contract
  1. Area Details
    1. Enter in the field Contracting Party the name of the partner.
    2. From the selection box Contract with choose if the contract was concluded with an external or an internal partner.
    3. Enter in the field Designation the designation of the contract.
    4. Enter in the field Keywords further keywords which can be used in a search later on.
    5. Enter in the field Archival Storage the place where the contract was archived physically.
    6. Enter in the field Description a description of the contract.
  2. Area Costs
    1. Enter in the field Value of Contract the monetary value of the contract.
      From the selection box behind choose the interval for the arising costs.
    2. Below choose the option matching to the contract.
    3. Enter in the field Cost Unit the corresponding cost unit.
    4. Enter in the field Cost Center the corresponding cost center.
  3. Area Date & Validation
    1. Choose from the selection boxes Beginning of Contract the begin of the contract period.
    2. Choose from the selection boxes 1. Date of Cancelation the first possible date of cancelation.
    3. Choose from the selection boxes Expiration of Contract the end of the contract period by giving a date or an interval, e.g. "2 months" after beginning of contract.
  4. Area Reminder email to person in charge
    1. Choose from the selection boxes Date of Reminder the date when an email should be sent to the person in charge or choose an interval before the first date of cancelation.
    2. Choose from the selection box Interval of Cancelation the interval of the cancelation.
    3. Choose from the selection box Timeframe before Reminder the timeframe in which the reminder before the recurring date of cancelation should take place.
  5. Area Further independent reminder emails
    1. Enter in the field Note notes or memos which concern the independent reminder emails.
    2. Choose from the selection boxes Date the sending dateof the independent reminder email.
    3. If required chosse from the selection box Repetition the interval in which the reminder email should be sent again.
  6. Area Attached Files
    If required upload up to 5 files.
    1. Click the button Browse.
      Another window opens up.
    2. Choose the desired file from your PC/system.
    3. Click the button Open in the new window.
      The new window closes.
  7. Area Responsible persons for contract
    1. In the line Creator the creator of the contract is displayed.
    2. From the selection box Person in Charge choose the person in charge of the contract.
    3. From the selection box Verifier choose the verifier of the contract.
  8. Click the button Next when ready.
    You get a summary of all entries you've made.
  9. Click the button Save to deposit the contract in the contract management.
You get back to the folder overview, q.v. 1.2 Folder Overview.

Add Writing
  1. Area Details
    1. Enter in the field Designation the designation of the writing.
    2. Enter in the field Keywords further keywords which can be used in a search later on.
    3. Enter in the field Archival Storage the place where the writing was archived physically.
    4. Enter in the field Description a description of the writing.
  2. Area Date & Validation
    1. Choose from the selection boxes Valid From the begin of the writing.
    2. Choose from the selection boxes Valid To either the end of the writing or an interval, e.g. "2 months".
  3. Area Reminder email to person in charge
    1. Choose from the selection boxes Date of Reminder either the date when the email should be sent to the person in charge or select an interval before the first date of cancelation.
  4. Area Attached Files
    If required upload up to 5 files.
    1. Click the button Browse.
      Another window opens up.
    2. Choose the desired file from your PC/system.
    3. Click the button Open in the new window.
      The new window closes.
  5. Area Responsible persons for writing
    1. In the line Creator the creator of the writing is displayed.
    2. From the selection box Person in Charge choose the person in charge of the writing.
    3. From the selection box Verifier choose the verifier of the writing.
  6. Click the button Next when ready.
    You get a summary of all entries you've made.
  7. Click the button Save to deposit the writing in the contract management.
You get back to the folder overview, q.v. 1.2 Folder Overview.

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1.4 Edit Contract/Writing

  1. Click down to the level where the desired contract/writing is located.
  2. Click the Name of the contract/writing.
  3. Click the button Edit.
  4. Edit the contract/writing as desried, q.v. 1.3 Add Contract.
  5. Click the button Next.
  6. Click the button Save when ready.
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1.5 Mark as verified

  1. Click down to the level where the desired contract/writing is located.
  2. Click the Name of the contract/writing.
  3. Click the button Mark as verified.
You get back to the folder overview, q.v. 1.2 Folder Overview. The contract/writing gets marked with the corresponding symbol.

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1.6 Mark as declined

  1. Click down to the level where the desired contract/writing is located.
  2. Click the Name of the contract/writing.
  3. Click the button Mark as declined.
    A new window opens up.
  4. If required enter a reason.
  5. If required activate or deactivate the checkbox Send additional email to appropriate person in charge.
  6. Click the button Save reason of denial and send to person in charge.
You get back to the folder overview, q.v. 1.2 Folder Overview. The contract/writing gets marked with the corresponding symbol.

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1.7 Delete Contract/Writing

  1. Click down to the level where the desired contract/writing is located.
  2. Click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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2. Statistic

Please log in to your portal.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Contracts.
  3. In the left navigation below Manage Contracts click Statistic.

2.1 Expiring Contracts

All contracts and writings are listed, whose expiring date is achieved soon.
  • Type The symbol shows, if it is a contract or a writing. Please see details in the Legend at the end of the table.
  • Designation Shows the designation.
    By clicking the designation you can view the details.
  • Contracting Party Shows the contracting party in contracts.
  • Keywords Shows given keywords.
  • Person in Charge Shows the person in charge.
  • Verifier Shows the verifier.
  • Validation Shows the validation.
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2.2 Next dates of cancelation

All contracts and writings are listed, whose date of cancelation is achieved soon.
  • Type Zeigt per Symbol an, ob es sich um einen Vertrag oder ein Schriftstück handelt. Details entnehmen Sie bitte der Legende am Ende der Tabelle.
  • Designation Shows the designation.
    By clicking the designation you can view the details.
  • Contracting Party Shows the contracting party in contracts.
  • Keywords Shows given keywords.
  • Person in Charge Shows the person in charge.
  • Verifier Shows the verifier.
  • Validation Shows the validation.
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3. Master Folders

Note: Only as Portal Master you have the right to manage master folders.
Please log in to your portal.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Contracts.
  3. In the left navigation below Settings click Master Folders.
All existing master folders are listed in the overview.

3.1 Add

  1. Click the tab Add.
  2. Enter in the field Name a name for the master folder.
  3. Click the button Save.
The new master folder gets displayed in the overview.

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3.2 Rename

  1. Click the tab Overview.
  2. Choose the desired folder and click the icon Rename.
  3. Enter in the field Name a new name.
  4. Click the button Save.
The master folder gets displayed in the overview.

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3.3 Add Obligative Dataset

You can add up to ten obligative dataset to one folder.
  1. Click the tab Overview.
  2. Choose the folder to which you want to add an obligative dataset and click its name.
  3. Enter in each case in the field Name a name for the obligative dataset.
  4. Select in each case if the dataset is a Contract or a Writing.
  5. Click the button Save when ready.
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3.4 Delete

Note: Master folders in use cannot be deleted.
  1. Click the tab Overview.
  2. Choose the desired folder and click the icon Delete.
  3. Confirm the erasing procedure by clicking the button OK.
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4. Manage Users

Note: Only as a Portal Master you have the right to manage users.
Please log in to your portal.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Contracts.
  3. In the left navigation below Settings click Manage Users.
All users with the role "Contract User" are listed in the overview. If no users are displayed, then the role "Contract User" is not assigned yet.

4.1 Assign Folders

  1. Choose the desired user and click the icon Assign.
    All Firmen- und Basisordner werden angezeigt.
  2. Aktivieren Sie jeweils die Option, je nach dem, welchen Zugriff bzw. welche Berechtigung der Nutzer auf den entsprechenden Ordner erhalten soll: Lesen, Hochladen, Prüfer, Bearbeiter.
  3. Click the button Save when ready.
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4.2 Add User

If the role "Contract User" was not assigned to a user yet you can catch up here.
  1. Click the tab Add.
  2. You have two options: Assign the role to an exisiting user or a new one:
    a) User does already exist in the portal
    1. Enter the last name of the user.
    2. Select the user from the list.
    b) Add new user to this portal
    1. Fill out all fields with the user information.
  3. In the corresponding area click the button Save.
Now you can assign the user to the desried folders, q.v. 4.1 Assign Folder.

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