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عالعربية

User manual

Contract Management

Every contract in the company has an owner, an end date and an alert before it, so a supplier contract never renews on its own and a customer contract never ends without anyone knowing.

No contract renews without your decision, no obligation or notice deadline slips by, and all your contracts are in one place, signed and up to date.

15 tasks 6 FAQs

What the system does

  • Contracts
  • Contract lifecycle
  • Parties
  • Obligations
  • Alerts board
  • Send for e-signature
  • Automatic daily alerts
  • Quick view on the home page

Tasks

How do I create a new contract, set its value, currency, and contract owner?

  1. From the side navigation, go to Contract management and select Contracts.
  2. Click the New contract button (or Created).
  3. In the Contract details tab, enter Contract title, select Contract type, choose the Other party, and designate the internal Contract owner.
  4. In the Value, term and renewal tab, enter Contract value, select the Currency (e.g., JOD, SAR, USD), and set Start date and End date.
  5. Click Save; the contract is created with Draft status.
Screen
Contract management › Contracts · Create
Permission needed
Contracts - Contracts / Add

How do I add a new counterparty (client, supplier, employee) to link to contracts?

  1. From the side navigation, open Counterparties.
  2. Click the New counterparty button.
  3. Enter Name, select Type (Client, Vendor, Partner, Employee, Other), and record Contact person, Email, Phone, and Address.
  4. Click Save to make the counterparty available across contract forms.
Screen
Contract management › Counterparties
Permission needed
Contracts - Counterparties / Add

How do I configure "Auto-renew" and the non-renewal notice period?

  1. On the contract edit or creation screen, open the Value, term and renewal tab.
  2. Enable the Auto-renew toggle.
  3. Specify the renewal duration in Renewal term (in months).
  4. Enter the required non-renewal notification window in Notice period (in days) to enable system alerts before the notice deadline elapses.
  5. Click Save.
Screen
Contract management › Contracts · Edit
Permission needed
Contracts - Contracts / Edit

How do I activate a draft contract to make it legally active?

  1. Open the contract in Draft status from Contracts.
  2. Click the Activate action button.
  3. A confirmation window prompts you to verify start date and signatory approvals.
  4. Click Confirm; the contract status turns to Active and automated deadline tracking commences.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Activate contract

How do I add financial and operational obligations and their due dates to a contract?

  1. Open the contract view page and open the Obligations and deadlines tab.
  2. Click the Add obligation button.
  3. Enter the description in Obligation, select Type (Payment, Delivery, Renewal Notice, Report, Audit), set Due date, and specify Amount if financial.
  4. Click Save; the obligation is scheduled and added to the tracking timeline.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Obligations / Add

How do I mark a contractual obligation as completed?

  1. In the Obligations and deadlines tab of the contract.
  2. Locate the obligation due and click the Mark as completed action.
  3. Enter completion notes and date, then click Confirm; status updates from pending to Completed.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Obligations / Edit

How do I upload attachments and scanned physical copies to the contract record?

  1. On the contract view page, navigate to the Attachments tab.
  2. Click the Add attachment button.
  3. Upload PDF documents or scanned image files, enter a descriptive title, and click Save.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Attachments / Add

How do I print the contract as PDF using approved templates?

  1. Open the contract view screen from Contracts.
  2. Select the designated layout in Print template.
  3. Click the Print PDF action button to download an official branded PDF version.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / View

How do I send the contract for electronic signature via a secure link?

  1. On the active contract page, click the Send for e-signature action button.
  2. Review recipient email addresses and signature order for counterparty signatories.
  3. Click Send; secure signing links are dispatched and contract status reflects pending signature.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Edit

How do I renew an active or expired contract and link the new term to the previous contract?

  1. Open the active or expired contract from Contracts.
  2. Click the Renew action button.
  3. Specify the new period in Length of new term (in months) and adjusted contract value if modified.
  4. Click Confirm renewal; the system changes old contract status to Renewed and creates a new linked contract in Active status.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Renew contract

How do I terminate a contract early and document the termination reason?

  1. Open the contract view page.
  2. Click the Terminate action button.
  3. Enter the mandatory reason in Reason for termination and record the effective termination date.
  4. Click Confirm; contract status changes to Terminated and future unfulfilled obligations are deactivated.
Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Terminate contract

How do I track expiring contracts and approaching notice deadlines on the alerts dashboard?

  1. From the side navigation, go to Alerts dashboard.
  2. Review KPI cards: Value of active contracts, Notice deadline approaching, contracts Expiring in 30, 60, and 90 days, and Overdue obligations.
  3. Review the Expired contracts without decision table to take renewal or termination decisions promptly.
Screen
Contract management › Alerts dashboard
Permission needed
Contracts - Alerts dashboard / View

How do automatic daily alerts work for contract owners?

  • The system runs automated background checks daily: if a contract enters its non-renewal notification window or an obligation due date approaches, an automated notification is sent to the assigned Contract owner via internal system alerts and email.
Screen
Contract management › Alerts dashboard
Permission needed
Contracts - Alerts dashboard / View

How do I define new contract types and their default notice and renewal terms?

  1. Open the Contract types menu from the side navigation.
  2. Click the New contract type button.
  3. Enter type name, select whether it is Active, and set Default notice period (in days) and Default renewal term (in months).
  4. Click Save.
Screen
Contract management › Contract Types
Permission needed
Contracts - Contract types / Add

How do I edit contract text templates and dynamic merge tags?

  1. Navigate to the Contract templates menu.
  2. Select the template and click Edit.
  3. Adjust standardized clauses, headers, and dynamic placeholders (e.g., {counterparty_name}, {contract_value}, {end_date}), then click Save.
Screen
Contract management › Contract Templates
Permission needed
Contracts - Templates / Edit

Frequently asked questions

Why does the message "Only draft contracts can be activated" appear?

Contracts that are already active, renewed, or terminated cannot be activated again; the activation action is strictly reserved for contracts currently in Draft status.

Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Activate contract
Why does the message "Cannot terminate an expired, terminated, or renewed contract" appear?

Early termination can only be executed on contracts with Active status. If a contract has already reached its end date, has already been terminated, or was superseded by renewal, termination is disallowed.

Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Terminate contract
Why does the message "Only active or expired contracts can be renewed" appear?

A contract cannot be renewed if it is still in Draft status or was previously terminated early; only legally valid contracts with Active or recently expired status qualify for renewal.

Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Renew contract
Why does the message "This contract has already been renewed" appear?

The contract lifecycle preserves strict lineage: each contract can only be renewed once into a single subsequent contract. If a renewal was already executed, its status is Renewed and further renewals must be performed on the new successor contract.

Screen
Contract management › Contracts · View
Permission needed
Contracts - Contracts / Renew contract
Why does the phrase "Notice deadline passed, contract may auto-renew" appear on the alerts dashboard?

This alert appears when an auto-renewing contract's Notice period deadline has passed without serving a non-renewal notice to the counterparty, indicating the contract has legally rolled over into its next term.

Screen
Contract management › Alerts dashboard
Permission needed
Contracts - Alerts dashboard / View
Why does the system refuse to save the contract showing "End date before start date"?

The system enforces chronological consistency; the End date must be strictly on or after the Start date.

Screen
Contract management › Contracts · Create
Permission needed
Contracts - Contracts / Add

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