This process is used to file your contract or related vendor documents after they are fully executed (signed by all parties). For the full contract approval process, see Procure to Pay.
If you have not used ContractWorks yet, request a log-in with one of the following methods:
legal@to create a new issue in the legal issue tracker.
You will receive an e-mail invitation to log in and file your fully executed contract.
Use the folder navigation panel on the left side of your screen to open your department’s file. Some departments have subfolders for categories or vendors. If your contract would best fit in one of the subfolders, go ahead and open it up as well.
Once you have the correct file selected, uploading is very simple. You can either drag and drop into the files panel on the right or use the blue
upload button to browse your files. Please ensure that the contract version you upload is the signed pdf.
Click on the pencil icon at the right-most edge of your file information line to edit the file name and name according to the example below:
Vendor Name-GitLab Contract Type - yyyy.mm.dd.pdf
There should not be any underscores in your file name. Spaces between words are fine. Contract Type will normally be the heading you find on the contract itself. Some examples include “Master Service Agreement”, “Partnership Incentive Agreement”, “Addendum to Subscription Terms”. The date should be the Effective Date, which is usually the date when the last signature is added (unless it is specified otherwise in the contract).
Click on the greyed out tags in your file line. This will take you to a screen entitled “Manage Tags”. From the drop-down menu, select the template that best fits your contract.
Fill in the tags with the information you collected during the contract approval process. See details below for best practices for recurrence and notifications.
When you’ve filled everything in, click Submit.
If your document is an Order Form or other sub-document that is connected to a Master Agreement, you will need to attach the document to the Master Agreement, as detailed below:
When you enter the start and end dates of your contract, you will have the option to set notifications and recurrences.
Recurrences will change the start and/or end dates for your contract as it auto-renews. Simply select the option and set the number of months of your contract term. ContractWorks will then auto-change the dates when the appropriate time comes.
To set notifications for start and end dates, select the
Enable Notifications option. This will bring up 3 different fields to fill in. Follow the best practices below for each type of notification.
There may be times when you need to send your executed contract to another GitLab team member, such as when invoices need to be paid.