Why did I get a task to manage an contract?
There are three reasons why you will receive a task to manage a contract: a new contract has been added and sent to you to manage; you have an assigned role in the workflow for managing an contract; or a task you previously delegated has been completed.
What do I need to do?
Check the Action history for any notes about what's been done to date. Select a Task option in the Task management section, complete the required fields and click Submit.
In this article
Click a link below to learn more about each section of the Manage form in Logiqc.
- Action history
A list of actions taken at each stage of the workflow, along with any comments provided by users. - Task management
Your options for managing the contract.
- Related risks (Optional)
Assess the risks to the organisation associated with entering (or not entering) into the contract. - View contract
Key information about the contract. - Attach records
Upload files or add links to records related to the contract - Submit
Complete your task and submit the form - System event history
Action history
This component displays the commentary by the assigned officers at each stage of the workflow. 
Hover over the date to display who recorded the note.
Go to topTask management
Your options for managing the contract.
Scenario 1 - A new contract has been sent to you to manage
Scenario 2 - You have a role in the contract review workflow
Scenario 3 - A task you previously delegated has been completed
Task management (Scenario 1) - A new contract has been sent to you to manage
When a new contract has been sent to you to manage it will be in the 'Manage stage' of the workflow.
Task options
Assign for review
Choose this option to 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 being added to the Contracts register, you may want the Contract details form to be checked to ensure the data relating to the contract is correct. In this scenario, the Task instruction might be: 'Review the Contracts details form 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) - this provides you with the option to add a revised version before assigning it for review. To add the new version: download the initial version, make changes and save the contract to your computer.
To upload, Tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach or if you have links enabled, toggle on Link and add the URL of the contract. This version will replace the initial draft version of the contract. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval / Approve and publish
Choose this option to escalate the process to the Contract owner for approval. Note: when you are the Contract owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Contract owner your recommendation to approve the contract on the Contracts register e.g. 'Contract details form checked. Recommend it is approved for the period of the contract, 3 years'.
- Add new version (optional) - this provides you with the option to undertake the review and add the new version of the contract in one step. To add the new version: download the approved version, make changes and save the contract to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach the contract or if you have links enabled, toggle on Link and add the URL of the contract. - Next review date - select the date the contract is to be next reviewed
Task management (Scenario 2) - You have a role in the contract review workflow
When a contract has previously been approved and is due for review it will be sent to the 'Manage stage' of the workflow.
Task options
Assign for review
Choose this option to define and delegate the tasks required to review the contract.
- Task instructions - describe what needs to be done to review the contract. e.g. 'Review the contract to ensure all deliverables have been met and advise if the contract is to be re-negotiated'.
- Add new version (optional) - this provides you with the option to add a revised version before assigning it for review. To add the new version: download the initial version, make changes and save the contract to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach or if you have links enabled, toggle on Link and add the URL of the contract. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval / Approve and publish
Choose this option to escalate the process to the Contract owner for approval. Note: when you are the Contract owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Contract owner your reasoning for recommending the contract is approved for a further time e.g. '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) - this provides you with the option to undertake the review and add the new version of the contract in one step. To add the new version: download the approved version, make changes and save the contract to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach the contract or if you have links enabled, toggle on Link and add the URL of the contract. - Next review date - select the date the contract is to be next reviewed.
Re-schedule review
Choose this option to re-schedule the review to a later date.
- Reasons for rescheduling the review - state your reasoning for rescheduling the review. Typical examples include:
- 'Reviewed the contract and no changes required at this time.'
- 'The contract has reached its expiry date and will not be renegotiated.'
- 'The review of this contract is not a priority for the organisation at this time.'
- '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.
Task management (Scenario 3) - A task you previously delegated has been completed
When a contract has been reviewed it will be sent back to the 'Manage stage'. The workflow will reflect a review has been completed, as the 'Review stage' in the workflow will be ticked.
Task options
Assign for review
Choose this option if there is further action to be taken in relation to reviewing the contract.
- Task instructions - provide instructions for further review of the contract e.g. 'Advised that processes are in place to manage the related compliance requirements, however, please review the performance of the programs that are funded under the contract to ensure we have the capacity to meet the funder's expectations.'
- Add new version (optional) - this provides you with the option to add a revised version before assigning it for review. To add the new version: download the approved version, make changes and save the contract to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach or if you have links enabled, toggle on Link and add the URL of the contract. - Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval / Approve and publish
Choose this option to escalate the process to the Contract owner for approval. Note: when you are the Contract owner, this option will change to Approve and publish.
- Comment - use this field to communicate to the Contract owner your reasoning for recommending the contract is approved for a further time e.g. '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) - this provides you with the option to undertake the review and add the new version of the contract in one step. To add the new version: download the approved version, make changes and save the contract to your computer.
To upload, tick the box and select File or Link - click on Choose file and navigate to the revised contract on your computer and attach the contract or if you have links enabled, toggle on Link and add the URL of the contract. - Next review date - select the date the contract is to be next reviewed
Related risks (optional)
This component enables you to 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
In this component you can preview the published version of the contract and any draft versions in the workflow. Note: This component is only displayed after a contract has been uploaded for the first time.
Select the Email link button to send a link to the page to another user via email. Recipients will require a Logiqc user account to access the contract.
Go to topAttach records
This component enables you to upload or link related records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Variation of contract - March 2022'.
- Access controls
Attached records can have different access permissions to the contract. This allows certain confidential records to have restricted viewing even when a user can access the contract. - File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
Submit
The green Submit button will save the form and progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks.
- Archive - The Archive option will move the document to the Archived tab on the Document register and terminate future workflows.
- Submit/Next - The green Submit button will save the form, upload the document and move it to the Manage stage.
- Create a related item -Select the appropriate register to create a related/linked item. Upon submitting the form, a new item will be generated in the chosen register. The platform will then display a link connecting the two items in the System event history.
System event history
The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
