A contract will move into the 'manage' stage of the workflow for one of three reasons: when a new contract has been added, when an contract is due for review, and when a contract has been reviewed.
Quick steps to manage a contract:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Workflow
There are three reasons why you will receive a task to manage a contract:
Scenario 1: A new contract has been sent to you to manage
Scenario 2: The contract is due for review
Scenario 3: The contract has been reviewed and returned to you to manage
Form components
| Action history | A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
| Task management | Your options for managing the contract. |
| View contract | Where you can view and download the published and draft versions of the contract. |
| Attach records | Where you can attach related records to the contract. |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this contract. |
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.
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: This contract is due for review
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: This contract has been reviewed
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.
Attach 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'.
- 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/save the form
The green Submit button will save the form and in most cases 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. For example, if you assign the item to yourself to close, the button label will change to 'Close' allowing you to close the item without having to click through to another stage in the workflow.
Select the purple Archive button when the contract is to be archived and the Contract details form will be moved to the 'Archived contracts' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.