In this article:
Learn how to complete a Manage task for a contract in Logiqc.
When a contract is added or comes up for review, the Contract manager gets a task to manage it: check the action history, review the current version, and then escalate it for approval, assign the review, or re-schedule it. The options shown depend on why the task was raised.
You will receive a Manage task for a contract in three situations:
- A new contract has been added and sent to you to manage before it progresses through the workflow.
- An existing contract has reached its review date and needs to be assessed, updated if necessary, and progressed.
- A task you previously assigned has been completed and returned to you for the next decision.
Q: What permission do I need to manage a contract?
A: You need the Manage Governance register items permission. The minimum licence type required is Approval.
Q: What if the contract doesn't require any changes when it comes up for review?
A: Select the Re-schedule review task option and set a new review date. The contract returns to approved status until the next scheduled review.
Q: Can I assign the review to someone else?
A: Yes. Select Assign for review, then choose the user in Assign to, or select Assign to me to review it yourself. The task returns to you once they have completed it.
Q: When does "Escalate for approval" become "Approve and publish"?
A: When you are the Contract owner, the escalate option changes to Approve and publish so you can approve and publish the contract yourself.
Before you start
Check the following:
- You have a Manage task assigned to you in Logiqc.
- You have the Manage Governance register items permission (minimum licence type required: Approval).
- You have reviewed any notes left in the action history by previous users.
Step 1: Open the contract
Open the contract from your task list, or navigate to it from the Contracts register.
Navigation path
Select Governance from the left-hand navigation.
Select Contracts to open the Contracts register.
Select the contract you need to manage to open it.
Step 2: Review the action history
Before completing your task, check the Action history section for any notes left by previous users. This component displays the commentary provided by the assigned officers at each stage of the workflow, so you can see what has already been done to date and whether anything is outstanding.
The action history shows what has already been done as the contract moved through the workflow.
Step 3: Complete the task
In the Task management section, select a task option to decide what happens to the contract next. The options available depend on why you received the task. Open the scenario that matches your task below to see its options, complete the required fields, then select Submit.
The contract is in the Manage stage of the workflow. You have two options:
Assign for review: define and delegate the tasks required to review the contract.
- Task instructions: provide instructions to undertake the review. As this relates to a new contract, you may want the Contract details to be checked, for example: "Review the Contract details to ensure the description of the contract is correct and the review and expiry dates are consistent with the terms and conditions of the contract."
- Add new version (optional): add a revised version before assigning it for review. See Add a new version below.
- Assign to: select the user responsible for carrying out the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve and publish: escalate the contract to the Contract owner for approval. When you are the Contract owner, this option changes to Approve and publish.
- Comment: recommend approval to the Contract owner, for example: "Contract details checked. Recommend it is approved for the period of the contract, 3 years."
- Add new version (optional): review and add the new version in one step. See Add a new version below.
- Next review date: select the date the contract is to be next reviewed.
The task options shown when a new contract is sent to you to manage.
A previously approved contract has reached its review date and returned to the Manage stage. You have three options:
Assign for review: define and delegate the tasks required to review the contract.
- Task instructions: describe what needs to be done to review the contract, for example: "Review the contract to ensure all deliverables have been met and advise if the contract is to be re-negotiated."
- Add new version (optional): add a revised version before assigning it for review. See Add a new version below.
- Assign to: select the user responsible for carrying out the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Re-schedule review: re-schedule the review to a later date. Choosing this option and setting a new review date returns the contract to approved status until the next scheduled review, so use it when the contract is still current and needs no changes yet.
- Reasons for rescheduling the review: state your reasoning, for example: "Reviewed the contract and no changes required at this time," "The contract has reached its expiry date and will not be renegotiated," or "This contract will be reviewed at a later time as part of a broader review."
- Next review date: select the date the contract is to be next reviewed.
Escalate for approval / Approve and publish: escalate the contract to the Contract owner for approval. When you are the Contract owner, this option changes to Approve and publish.
- Comment: give your reasoning for recommending approval, for example: "The contract has been reviewed and processes are in place to manage all compliance requirements. Recommend it is reviewed again in 12 months."
- Add new version (optional): review and add the new version in one step. See Add a new version below.
- Next review date: select the date the contract is to be next reviewed.
The task options shown when a contract reaches its review date.
The reviewed contract has returned to the Manage stage. The Review stage in the workflow is ticked to show a review has been completed. You have two options:
Assign for review: use this if there is further action to be taken in relation to reviewing the contract.
- Task instructions: provide instructions for further review, for example: "Advised that processes are in place to manage the related compliance requirements, however, please review the performance of the programs funded under the contract to ensure we have the capacity to meet the funder's expectations."
- Add new version (optional): add a revised version before assigning it for review. See Add a new version below.
- Assign to: select the user responsible for carrying out the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve and publish: escalate the contract to the Contract owner for approval. When you are the Contract owner, this option changes to Approve and publish.
- Comment: give your reasoning for recommending approval, for example: "The contract has been reviewed and processes are in place to manage all related compliance requirements. Recommend the contract is reviewed again in 12 months."
- Add new version (optional): review and add the new version in one step. See Add a new version below.
- Next review date: select the date the contract is to be next reviewed.
The task options shown when an assigned review is completed and returned to you.
Add a new version
Several task options include an optional Add new version step. The process is the same wherever it appears:
- Download the current version (the initial or approved version, depending on the scenario).
- Make your changes and save the contract to your computer.
- Tick the Add new version box, then select File or Link:
- File: select Choose file, navigate to the revised contract on your computer, and attach it.
- Link: if links are enabled, toggle on Link and add the contract's URL.
The new version replaces the existing draft version of the contract in the workflow.
Other parts of the Manage section
Related risks (optional)
Add an assessment of the risks to the organisation associated with entering (or not entering) into the contract. If the Risk register is activated in your platform, you can also link the contract to known risks. This component also displays any previous comments and links.
View contract
Preview the published version of the contract and any draft versions in the workflow. Select the Email link button to send a link to the page to another user. Recipients need a Logiqc user account to open it.
Attach records
Upload or link related records, such as a variation of contract.
- Record name: give the record a meaningful description so it is easily found when searching, for example "Variation of contract - March 2022."
- Access controls: attached records can have different access permissions to the contract, so confidential records can have restricted viewing even when a user can access the contract.
- File or Link: select Choose file and navigate to the record on your computer. If links are enabled, toggle to add a URL instead. Use a web (https://) or SharePoint link.
Attach or link related records, each with their own access controls.
Submit
The green Submit button saves your changes and progresses the item to the next stage of the workflow. The button label changes depending on the task:
- Submit / Next: saves your changes, uploads the contract, and moves it to the next stage of the workflow.
- Archive: moves the contract to the Archived tab on the Contracts register and ends future workflows. This option is only active if you have the Archive Governance register items permission, even if you are the Contract owner.
- Create a related item: select a register to create a related item. On submitting, a new item is created in that register and a link between the two items appears in the System event history.
Moves the contract to the Archived tab on the Contracts register and ends future workflows. Requires the Archive Governance register items permission.
Saves your changes and progresses the item to the next stage of the workflow. The label changes depending on the task.
System event history
A chronological record kept by the system of entries and changes made to the section, including links to any related items. Select the + control on the right of a line to expand it and see more detail.
The system event history records every entry and change made to the section.
What happens next
The contract progresses
The contract moves to the next stage: typically escalated to the Contract owner for approval, assigned out for further review, or re-scheduled, depending on the option you selected.
The next person is notified
Logiqc sends a task notification to the next person in the workflow so they know action is required.
Your task is complete
Your Manage task closes. Once approved by the Contract owner, a new contract is published, while a contract that came up for review returns to approved status until the next review. If you re-scheduled the review, the contract stays approved with the new review date. All activity is recorded in the action history.
To keep going, see: