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Conga Support

Adding an Item to a Contract List

There are eight field lists in the default Contract Profile:

  • Additional Party Type - provides a way to identify the types of additional parties to a contract (e.g., limited partner).
  • Address Type - provides a way to record the different locations specified in a contract (e.g., shipping address and billing address)
  • Contract Location - provides a way to identify the office or department where an original contract is stored.
  • Contract Group - provides a security measure by restricting access to contracts in a specific group (e.g., Human Resources, Purchasing, Sales, Marketing) since access to contract groups are defined when setting up a user role. Therefore, every time you add a new contract group, you must grant permissions for this group to the various user roles.
  • Agreement Type - provides a way to distinguish between root and incorporated contracts.
  • Contract Type - provides a way to classify contracts using a hierarchy (e.g., Sales contracts can be subdivided into product and service categories).
  • Contract Responsibilities - provides a way to define the responsibilities associated with managing, negotiating, renewing, and executing a contract based on user functions and types. Contract responsibilities are also used to set the restrictions for the Approver and Requester roles in the contract request templates used to create a request for a contract.
  • Contract Status - provides a way to identify the status of a contract (e.g., Active, Inactive, Pending, In Negotiation, Terminated). The Status Type for a contract status used in a Profile Rule must be set to Active in order for a profile rule's "action" to be applied to a Contract Profile whose Status field meets the "condition" for the rule.

In addition to these default field lists, Administrators must add selections to the field lists they have added to the Contract Additional Fields section of the screen. All field list selections in a Contract Profile are added using the following steps.

Agreement Type

In the example below, a new Agreement Type is being added.

image117.png

A

Navigation Toolbar

Click on Admin to display a menu of your administrator functions, and click on Lists to display the List Administration screen.

Note: If the Lists link is not in your Admin menu, you do not have the permissions to use this feature.

B

Field List category

Use the Search option to quickly locate a specific list in the Contract category (e.g., Agreement Type) by entering "agreement" in the Search field, and clicking the icon. To clear the search results, click on the icon. To display all the lists in the Contract category, scroll through the alphabetized list until you locate the Contract (10 Items) category.

Note: The items in the this category include eight contract field lists, a link to the profile fields that can be made mandatory, and a link to the fields for which a Quick Tip can be added.

C

Contract list

Locate the list that needs the new item, and click on it to display the existing items in the list.

D

Excel button

Click if the list of selections is lengthy, and you want to view the list items in an Excel spreadsheet. The Excel application launches and displays a spreadsheet with an easy-to-view listing of all list items.

E

Add button

Click to display a New Item record with editable fields. The New Item record displays at the top of the list.

F

New Item - Name and Description fields

  • Click on the New Item text in the Name column, and enter a name for the field list item exactly as you want it to appear in the contract list.
  • Click on the Default Description text in the Description column, and type the information or instruction you want to display when a user "mouses-over" this item.
  • Make a selection in the Status Type list. The options are Root and Incorporated.

Note: The Agreement Type and Contract Status lists are the only contract lists that contain a Status Type list.

G

Save button

Click to add a new item selection to the contract list.

Contract Status

In the example below, a new Contract Status is being added.

The Contract Status list in the List Administration screen works in conjunction with Contract Profile Rules in that a rule will only be applied to contracts whose Status Type is set to Active. Therefore, a profile rule will be applied even if the Status field in a Contract Profile is set to something other than Active (e.g., In Process or Inactive), as long as its Status Type in the List Administration screen is set to Active.

image119.png

A

Navigation Toolbar

Click on Admin to display a menu of your administrator functions, and click on Lists to display the List Administration screen.

Note: If the Lists link is not in your Admin menu, you do not have the permissions to use this feature.

B

Field List category

Locate the Contract category by entering "contract" in the Search field, and pressing the Enter key on your keyboard. To clear the search results, click on the icon.

Important: Only seven (7) of the ten (10) Contract lists will display since three (3) of the lists begin with the letter "A" (Additional Party Type, Address Type, and Agreement Type) and the Search option returns results for field lists, not categories.

Note: The items in the this category include eight contract field lists, a link to the profile fields that can be made mandatory, and a link to the fields for which a Quick Tip can be added.

C

Contract list

Locate the list that needs the new item, and click on it to display the existing items in the list.

D

Excel button

Click if the list of selections is lengthy, and you want to view the list items in an Excel spreadsheet. The Excel application launches and displays a spreadsheet with an easy-to-view listing of all list items.

E

Add button

Click to display a New Item record with editable fields. The New Item record displays at the top of the list.

F

New Item record

  • Click on the New Item text in the Name column, and enter a name for the field list item exactly as you want it to appear in the contract list.
  • Click on the Default Description text in the Description column, and type the information or instruction you want to display when a user "mouses-over" this item.
  • Make a selection in the Status Type list. The options are Active, Inactive, and In Process.

Important: The Status Type must be set to Active if you are going to write a Profile Rule that includes the Status field in the Contract Profile. If the Status Type field for a contract status is populated with anything other than Active, the profile rule will not be applied to that Contract Profile.

Note: The Agreement Type and Contract Status lists are the only contract lists that contain a Status Type list.

G

Save button

Click to add a new item selection to the contract list.