Every contract in one place, approved and tracked
Contract Management is a ready-made product for keeping contracts in a central repository in SharePoint Online. Contracts go through approval, can be amended or terminated with a record of each change, and expiry alerts help you act in time.
Talk to us about Contract Management
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What it does
Six things it does for your contracts
It follows a contract from creation to termination.
Central repository
Contracts from every department in one table, active and archived.
Approval workflow
Heads of department and predefined approvers review each contract.
Information requests
An approver can ask for more information, and the initiator replies.
Amendments
Amend an approved contract, with each amendment approved and recorded.
Termination
End a contract before expiry, with the reason and a record.
Alerts
Email notices for submission, approval and rejection, and alerts as contracts near expiry.
Repository
Find any contract in seconds
The repository lists each contract with its request ID, department, contract type, who initiated and requested it, status, and contract and effective dates. Search, filter and sort to find the one you need.
- Contracts from every department
- Contract type, status and dates
- Search, filter and sort
- Active and archived contracts
Create
Capture the contract and its documents
The form records the contract type, requestor, department, category, vendor, dates, contract value, expiry and location. Attach the documents, then save as a draft or submit.
- Contract type, category and vendor
- Contract and effective dates
- Contract value and expiry date
- Document attachments
- Save as draft or submit
Approval
Approve, ask for more, or reject
Approvers see the contract and the route. They can approve, reject or ask for more information, and every decision lands in the communication box.
- Approver route with roles
- Approve, need more info or reject
- Communication box with every decision
- Email notices to the initiator
Amend or end
Change an approved contract, and keep the trail
An approved contract can be amended, and each amendment is approved and listed in the log. If the contract needs to end early, it can be terminated with a reason.
- Numbered amendments
- Approval for each amendment
- Terminate before expiry
- Full history in the log
Who it is for
Built for
Legal and company secretarial teams. Procurement and vendor managers. Department heads who approve contracts. Finance teams who track contract values and dates.
- One place for every contractContracts, amendments and their approvals are kept together.
- Alerts before expiryRenewal and expiry alerts go out before the date, not after it.
- Changes with approvalAmendments and terminations follow the same approval route.
- Access by roleLegal, finance and business owners see what their role needs.
How it works
How a contract moves
The steps show how a contract moves from first request to renewal or end. Approval levels follow your delegation rules.
Request
The initiator fills in the contract form and attaches the draft.
Approve
Approvers review in order, and can ask the initiator for clarification.
Track
The contract is stored with its dates, status and history.
Renew or end
Alerts prompt the renewal, or the contract is terminated with a recorded reason.
Contract Management: questions we hear often
How do I create a contract?
Choose New Contract, fill in the details, attach the documents and submit it for approval.
Where are contracts stored?
In a central repository in your SharePoint Online, where you can search, filter and sort them.
How do approvals work?
Heads of department and predefined approvers review the contract in turn, and each can approve, reject or ask for more information.
What happens when an approver asks for more information?
The initiator answers or amends the contract, and the request goes back to the approver.
Can we amend a contract after approval?
Yes. Each amendment goes through approval and is recorded in the history.
Can we end a contract early?
Yes. A contract can be terminated before its expiry, with the reason recorded.
Will we be told before a contract expires?
Yes. Expiry alerts are sent by email, using the title of the contract.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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