Contract Management Admin Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

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Creating Contracts

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Create a New Contract

1. Navigate to GR → Contracts
2. Click New Contract button
3. Complete the contract form:

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Basic Information

• Contract Number: Unique identifier (auto-generated if enabled)
• Contract Name: Descriptive name
• Contract Type: Vendor, Service, Lease, Employment, Compliance, Other
• Description: Detailed description of contract purpose

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Parties

• External Party Name: Vendor, client, or partner name
• External Party Type: Vendor, Client, Partner, Government, Other
• Internal Party: Your organization contact (optional)

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Dates

• Effective Date: When contract begins
• Expiration Date: When contract ends
• Renewal Type: Fixed term, Auto-renew, Evergreen
• Auto-Renew Notice Days: Days before expiration to send renewal notice

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Financial Terms

• Contract Value: Total contract value
• Currency: USD (default)
• Payment Terms: Net 30, Net 60, etc.
• Payment Frequency: Monthly, Quarterly, Annual, One-time

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Settings

• Site: Assign to specific location (optional)
• Alert Days: When to send expiration alerts (e.g., 90, 60, 30)
• Is Confidential: Restrict visibility
• Tags: Add searchable tags

4. Click Save as Draft or Submit for Approval

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Contract Lifecycle Management

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Contract Status Workflow

Draft → Pending Approval → Active → Expiring Soon → Expired
                     ↓              ↓
                 Rejected       Terminated / Renewed

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Approval Process

1. Contract creator submits for approval
2. Authorized approvers receive notification
3. Approver reviews and either:
   • Approves: Contract becomes Active on effective date
   • Rejects: Returns to Draft with comments
4. Creator can revise and resubmit

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Renewing Contracts

1. Open the contract detail page
2. Click Renew button
3. Enter new expiration date and any term changes
4. A new contract version is created, linked to the original

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Terminating Contracts

1. Open the contract detail page
2. Click Terminate button
3. Enter termination date and reason
4. Affected obligations are automatically cancelled

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Managing Obligations

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Add an Obligation

1. Open contract detail page
2. Select Obligations tab
3. Click Add Obligation
4. Complete the form:
   • Title: Brief description
   • Description: Detailed requirements
   • Type: Deliverable, Payment, Report, Review, Compliance, Other
   • Due Date: When obligation must be fulfilled
   • Is Recurring: Enable for repeating obligations
   • Responsible Party: Assign to staff member (optional)
   • Payment Amount: If applicable

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Track Obligation Progress

1. Click on obligation row to open detail
2. Update status: Pending → In Progress → Completed
3. Add completion notes and evidence
4. Mark as completed when fulfilled

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Recurring Obligations

• Set recurrence pattern (daily, weekly, monthly)
• System automatically creates new instances
• Each instance tracks independently

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Managing Milestones

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Add a Milestone

1. Open contract detail page
2. Select Milestones tab
3. Click Add Milestone
4. Complete the form:
   • Name: Milestone title
   • Description: What this milestone represents
   • Target Date: Expected completion date
   • Dependencies: Other milestones that must complete first (optional)

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Track Milestone Progress

1. Update status as work progresses
2. Add completion notes when achieved
3. System tracks actual vs. target dates

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Managing Amendments

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Record an Amendment

1. Open contract detail page
2. Select Amendments tab
3. Click Add Amendment
4. Complete the form:
   • Amendment Number: Sequential number
   • Title: Brief description of change
   • Description: Full details of amendment
   • Effective Date: When amendment takes effect
   • Changes Summary: List of specific changes
   • Document: Attach amendment document

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Module Settings

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Alert Settings

• Default Expiration Alert Days: 90, 60, 30 (customizable)
• Renewal Notice Days: Days before expiration to notify for renewal

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Numbering Settings

• Auto-Generate Contract Numbers: Enable/disable
• Contract Number Prefix: Customize prefix (e.g., “CON-”)

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Approval Settings

• Require Contract Approval: Enable/disable approval workflow
• Approval Threshold Amount: Contracts above this value require approval

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Obligation Settings

• Obligation Reminder Days: Days before due date to send reminders
• Auto-Mark Obligations Overdue: Automatically flag overdue obligations

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AI Settings (Future)

• AI Risk Analysis Enabled: Use AI to assess contract risks
• AI Renewal Recommendations: AI suggestions for renewals

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Dashboard Widgets

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Contract Summary Widget

• Active contracts count
• Pending approval count
• Expiring soon count
• Recently added contracts

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Expiring Contracts Widget

• Contracts expiring within 30/60/90 days
• Renewal status tracking
• Quick actions for renewal

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Obligation Tracker Widget

• Pending obligations count
• Overdue obligations (highlighted)
• Completion rate metrics

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Reports

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Available Reports

1. Contract Status Report: All contracts by status
2. Expiring Contracts Report: Upcoming expirations
3. Obligation Summary Report: Obligation status across contracts
4. Contract Value Report: Financial summary

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Exporting Reports

1. Navigate to the contracts list
2. Apply desired filters
3. Click Export button
4. Select format: PDF, CSV, or Excel

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Best Practices

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Contract Creation

• Use consistent naming conventions
• Always attach the signed contract document
• Set appropriate alert thresholds based on contract complexity

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Obligation Management

• Assign clear ownership for each obligation
• Set realistic due dates with buffer time
• Track completion evidence for audit purposes

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Renewal Management

• Review expiring contracts 90+ days in advance
• Document renewal decisions and negotiations
• Maintain version history with amendments

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Troubleshooting

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Common Issues

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Related Documentation

• Contract User Guide (v1.0.0) - For general staff
• GR Overview (v1.0.0) - All GR module features
• Notifications Guide (v1.0.0) - Alert configuration