All preparation takes place in the workspace. Using buttons, users can create new contract records and fill forms with descriptive data. Counterparties are listed in a clearly organised table and include basic company data. The number of counterparties is not limited. Users can attach related contractual documents to the contract record. Attached documents automatically inherit the main descriptive data from the parent contract record. Shared workspace ensures that users work with a single, up-to-date document when preparing and editing contractual documents.
The commenting and approval processes use their own workflow tool. The rules for creating tasks follow the settings in the workflow configuration matrix. Users are notified of each task via email. The tasks are displayed in the user’s task list on the application homepage. Tasks are completed in the forms by selecting a result option (e.g. Approve/Reject). The task form includes a link to the document to be approved. The history of processes is shown in the task form as well as in the contractual document form.
Introduction is a special feature that can be used by authorised users once a contractual document is approved and signed. Documents will be introduced to users selected from a list of users or from custom distribution lists. The information on introduction is shown in a separate table in the contractual document form.
The system supports notifications of different actions and states of contractual documents. Example: User receives an email notification about the task assigned, the task to study the contractual document, deadline for contract review, or its expiration date (if applicable).
Users can use full-text search or specific properties to filter their search. For example, searching for contractual documents for a specific company, by status or by validity. The main page of the application has a special feature for searching by attributes. Users simply enter the required data in the form and press the “Search” button.
The system moves all contract Records with the “Invalid” status from the Workspace to the Archive. The Archive is a separate storage with a special access rights mode. Authorised users can search in the archive using the “Search” feature on the title page of the application TreeINFO for SharePoint – Contracts.
The package is based on Microsoft SharePoint and the application extension TreeINFO for SharePoint.
Supported platforms: Microsoft SharePoint Foundation 2013, Microsoft SharePoint Server 2013, Microsoft SharePoint Server 2016, Microsoft Office 365 (SharePoint Online).