How can I activate contract management for my company?
Contract management is available in the Candis Plus package and above. We would be happy to advise you in person on how your company can benefit from an upgrade. Schedule a personal consultation.
Contract overview in the archive
There is a new "Contracts" tab in the archive in Candis. There you will find an overview of all stored contracts including the recorded data, such as "Responsible person" and the contract status.
Store contracts
Storing a contract is very simple. First, the contract must be imported into Candis as usual by e-mail attachment or PDF upload.
Select the contract document in the inbox and then click on "File" in the processing form at the top right.
2. Now select the document type "Contract"
As soon as you have done this, the following fields will appear:
Document name
Contract type
Contact
Date
Number
Cost Center
Amount & currency
Start and end date
Last date to cancel
Termination notice reminder
Reminder date
Responsible Person
Note
It is important to know that none of the fields are mandatory. The name of the imported document is automatically used for the document name, which can be easily changed as required.
If a responsible person is selected, they will receive a reminder by e-mail on the resubmission date.
Add own contract types
In the settings under Contract types, you have the option of creating your own contract types and then assigning them when editing the contracts. You can call up a list of documents that are assigned to a specific contract type via ‘Show documents’.
To create a contract type, click on ‘Create new’ and give the contract type a meaningful name and description. You will then find this contract type in the processing form and can assign it to a contract.
Set resubmission date
There are two options for setting a resubmission date.
Enter the start and end date as well as the last termination date of the contract. Then select one of the suggested periods in the "Reminder before notice period" field. In this case, the resubmission date is automatically calculated based on the period.
Select an individual date using the calendar function in the "Resubmission date" field. (or simply type the desired date into the field).
Automatic reminder by e-mail
Depending on the selected resubmission date, the person responsible is reminded by e-mail that the contract must be terminated soon, for example.
By clicking on the "Go to contracts" button, the person responsible is directed to the contract overview, where they can see all the contracts assigned to them (and soon also their deadlines).
Who has access to the contract management?
In the current version, the following user roles have access to the contract management:
Administrators | View, upload & edit all contracts |
Requesters | View, upload & edit all contracts |
Approvers | View contracts for which you are the responsible person or the person to be informed, or for which you were mentioned in a comment |
In the future, we will be working on an advanced access management system so that, for example, specific groups of people or teams can be defined to have access to certain contracts.
🤫 Contracts with restricted access (confidential contracts) 🤫
You can upload particularly confidential contracts in Candis via the upload button
"Contracts with restricted access".
These contracts end up in a separate menu that can only be accessed by the people who have been uploaded the contract or selected as the person responsible for the contract. Approvers can be assigned to contracts but they can not upload the contracts.