📄️ Overview
A contract is an agreement between the organization and the third-party vendors for carrying out the maintenance activities. These contracts must be maintained and monitored. Hence, Motadata provides a solution called Contract Management. This keeps a track of the contract details along with their date of commencement and expiry. Also, you can send reminder alerts before the expiry of the contract and attach related documents.
📄️ Use Case
Stark Industries uses multiple hardware and software for doing their business. It uses many devices in the organization purchased from the same vendors.
📄️ Contract List View
The Contract List View page helps the technicians to track and manage all the contracts. It displays a list of contracts along with the options like refresh, import, column selection, and create contract at one place. The contract list appears as per the option selected from the menu. Also, you can filter the list using the default or custom filters.
📄️ Creating a Contract
You can create a new contract directly into the system when you are logged in.
📄️ Contract Details Page
On the Contract Details page, you can view the complete details of the contract and perform the desired activity. To view the Contract Details page, on the Contract List page click on the subject line, and the below page appears.
📄️ Updating Contract
When you are working on a contract, you can update its basic details, parameters, other info, and various activities/actions associated with it. There are many approaches to update the contract details:
📄️ Adding Relations
Sometimes a contract is very complex and you may want to divide it into simpler requests, asset, and purchase categories.
📄️ Child Contract
A contract can have multiple sub-contracts. In the product, a sub-contract is referred to as a Child Contract. A sub-contract is a contract between a party of an original contract and a third party. An original contract is referred to as a Parent Contract. This can be configured at the time of creating or updating a contract.
📄️ Renew Contract
Once a contract expires, a technician can renew it. When a contract is renewed, the following behavior is noticed:
📄️ Renewals
This tab displays the renewal details of the contract. Here, you can view all the renewal history related to this contract. For example, if the contract is renewed twice, the information of both the renewals will be displayed here.
📄️ Contract Cancellation
You can cancel a contract pre-maturely if required.
📄️ Archiving Contract
This option allows you to move contracts as storage and use in future. You can send a contract/s in archive either from the Contract List page in bulk or the Contract Details page.
📄️ Print Contract
This option allows you to print the contract.
📄️ Expiry Reminder
This tab enables you to set a reminder of the expiration of the contract.
📄️ Audit Trail
The Audit Trail tab displays all the actions that you and other technicians have performed. This tab is common at all places in the system. When you are on the details page of any contract, it displays the concerned activity logs only. You can also download the logs in PDF, Excel, and CSV format.
📄️ Notifications
You can send custom email messages to a single or a group of people. The Notifications tab displays a list of sent emails (1) and allows you to send new emails using the Send Email button (2) as shown below.