Contract Management Module User Guide

Complete Guide to Creating and Managing Contracts

This comprehensive guide explains how to set up and use the Contract Management module to create, manage, and track contracts using templates and dynamic variables.

Introduction

The Contract Management module enables you to create standardized contracts using templates with dynamic variables. This system supports both manual and automated contract numbering, integrates with client data, and provides collaboration features through SharePoint integration.

Key Features:

• Template-based contract creation with dynamic variables
• Automated contract numbering with custom prefixes
• Integration with client, employee, and user data
• Version control and history tracking
• SharePoint integration for collaboration
• DocuSign integration for electronic signatures
• Bilingual support (English and Arabic)

Note: The system supports bilingual functionality, with most fields available in both English and Arabic. Fields without a specified language will display in the user's default language (English by default).

Creating and Managing Templates

Templates are Word documents with embedded variables that serve as the foundation for contract creation.

Accessing Template Management

1. Navigate to Contract in the main menu
2. Select Manage Templates

Manage Templates page showing existing templates and their details

Adding a New Template

1. Click the Plus (+) button in the top right corner
2. Fill in the template information:

Add Template form with variable management section

Template Fields:

• Document Template: Enter the template name 
• Folder Name: Optional folder for organization 
• Document Tags: Optional tags for categorization 
• Manage Variables: Information panel showing available variables by category
• Attachment: Upload the Word document template (mandatory, only .docx files allowed)

Using the Variable Management Panel

The Manage Variables section displays all available document variables organized by resource type:

1. Client Variables: Variables related to client information
2. Employee Variables: Variables for employee data
3. User Variables: Variables for user information
4. Other Variables: System variables like dates and numbers

Variable management panel showing categorized variables

How to Use Variables:

1. Click on any variable to copy it to your clipboard
2. Paste the variable in your Word document where dynamic content should appear
3. Example: Place ${customer_name_en} where the client's English name should appear

Preparing Your Word Template

Before uploading your template:

1. Create your contract document in Microsoft Word
2. Place variable placeholders where dynamic content should appear
3. Ensure proper formatting around variables
4. Save the document and upload it to the system

Template Example:

This Agreement is entered into between ${customer_name_en} (hereinafter referred to as "Client") with registration ID ${customer_company_registration_id}, and [Your Company Name]. 
The agreement date is ${current_date} and the agreement number is ${agreement_number}.

Template Validation

After uploading your template, the system will automatically evaluate it and show:

• Total Variables: Count of all variables found in the document
• Matched Variables: Variables that exist in the system
• Unmatched Variables: Variables not found in the system (review these)
• Style Issues Found: Warning about potential formatting issues (can usually be ignored)

Template validation results showing variable analysis

Managing Existing Templates

From the Templates page, you can:

• Search through all templates
• Toggle Status using the Active/Inactive toggle on each row
• View File from actions to download and review the template document
• Create Contract from actions to directly create a contract using the template

Template management actions and status controls

Creating Contracts

Contracts can be created using templates and will automatically populate with data based on the variables you've configured.

Contract Creation Process

Step 1: Template Selection

1. Access contract creation through one of several methods:
   • From Manage Contracts: Click the Plus (+) button
   • From Templates: Click "Create Contract" action on any template
   • From Client Profile: Use the create contract action on any client
   • From Project Registration: When setting up SharePoint integration

Template selection popup for contract creation

Step 2: Entity Selection

Based on the variables in your selected template, you'll be prompted to select:

• Client: If template contains client-related variables
• Employee: If template contains employee-related variables
• User: If template contains user-related variables
  
  
  

Entity selection for client, employee, and user data

Step 3: Contract Configuration

Configuration Fields:

• Agreement Number:
  • Disabled if auto-numbering is enabled
  • Manual entry if custom numbering is set
• Department: Auto-selected based on user's default department
• Prefix: (Auto-numbering only) Select from configured prefixes

Step 4: Variable Data Entry

The system will display all variables from the template:

Variable Behavior:

• System Variables: Auto-populated and disabled (e.g., ${customer_name_en})
• Missing System Data: Enabled for manual entry if data not found in system
• Custom Variables: Always available for manual entry
• List Variables: Display as dropdown with configured options
• Special Variables:
  • ${current_date}: Auto-populated with current date (editable)
  • ${agreement_number}: Filled automatically after contract creation
    
    

Variable data entry form showing auto-populated and manual fields

Managing Existing Contracts

All created contracts are managed through the Contracts page with different features depending on your system configuration.

Accessing Contract Management

1. Navigate to Contract in the main menu
2. Select Manage Contract

Manage Contracts page showing contract list with actions

Contract Information Display

The contracts page shows:

• Document Template ID: Name of the template used
• Agreement Number: Manual or auto-generated number
• Parameters: All variables and their values in format ${variable}: value
• Contract Date: When the contract was created
• Status Toggle: Switch between Active and Archived contracts

Contract Actions (SharePoint Enabled)

When SharePoint integration is enabled, contracts offer enhanced collaboration features:

Contract actions available with SharePoint integration

Version History

• Click Version History to view document changes
• Shows version name, last updated date, and user
• Includes DocuSign integration for any version
• Track all modifications made to the contract
• Click the version name to download that file

Version History popup showing document versions and DocuSign options

Manage Access

• Click Manage Access to share contracts
• Select Internal Users: Active users from your law firm
• Select External Users: Contacts from the client's contact list
• Control who can view and edit the contract

Manage Access popup for sharing contracts with internal and external users

Document Access

• Open in Desktop App: Launch in Microsoft Word desktop
• Open in Web: Access through web-based Word editor

Contract Actions (SharePoint Disabled)

Without SharePoint integration, contracts use local file management:

Contract actions available without SharePoint integration

View History

• Shows local change history with date, time, user, and comments
• Initial entry shows "Original File" comment
• Download word files from any version

Local history popup showing file upload history

Upload File

• Upload updated contract versions
• Add comments describing changes
• Maintains version history locally

Archive

• Move contract's to archived status
• Remove from active contract list

Contract History in Client Records

When contracts are created for clients, an entry is automatically added to the client's history:

Client history showing contract creation entry

The history entry includes:

• Date & Time: When contract was created
• User Name: Who created the contract
• Template Name: Which template was used
• Action: "Contract Created"
• Comments: Shows all parameter values used
• Attachment: Download link for the contract

Reference: Client history can be accessed through the Client module's "View History" action

SharePoint Integration Features

SharePoint integration enhances the contract management system with advanced collaboration and document management capabilities.

Benefits of SharePoint Integration

1. Real-time Collaboration: Multiple users can edit contracts simultaneously
2. Automatic Version Control: SharePoint tracks all changes automatically
3. External Sharing: Share contracts with clients and external parties
4. Cloud Storage: Contracts stored securely in SharePoint
5. DocuSign Integration: Initiate electronic signatures directly from any version

Setting Up SharePoint Integration

Reference: SharePoint integration settings can be configured in System Settings > App Settings > Integrations Tab

Working with SharePoint Contracts

Document Collaboration

1. Create contract
2. Use Manage Access to invite collaborators
3. Use Open in Web or Open in Desktop App to edit
4. Changes are automatically saved and versioned

Version Management

1. Access Version History to see all changes
2. Review who made changes and when
3. Revert to previous versions if needed
4. Initiate DocuSign from any version

External Collaboration

1. Select external users from client contacts
2. External users receive email invitations
3. Track external user activity

Contract Creation Methods

The system provides multiple entry points for contract creation to accommodate different workflows.

Method 1: Direct Creation from Contracts Page

Best for: General contract creation

1. Navigate to Contract > Manage Contract
2. Click Plus (+) button
3. Select template
4. Choose entities (client/employee/user)
5. Fill variables and create

Method 2: Template-Based Creation

Best for: When you know the specific template to use

1. Navigate to Contract > Manage Templates
2. Find desired template
3. Click Create Contract action
4. Template pre-selected, continue with entities and variables

Method 3: Client-Centric Creation

Best for: Creating contracts for existing clients

1. Open Client module
2. Navigate to specific client profile
3. Click Create Contract action
4. Select from client-compatible templates only
5. Client automatically selected and locked

Method 4: Project Integration

Best for: Project-related contract creation

1. During Project Registration
2. Enable Link with SharePoint
3. Select Use Contract to Draft Agreement
4. Choose existing contract or create new
5. Client inherited from project matter

Reference:

• Document Variable field references the Document Variable Master
• Auto Numbering can be managed in the Auto Numbering Section

End of Contract Management Module Guide