Empower Your Business with Prospect Management Software in Employment Contracts

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hi and welcome to this video uh that's demonstrating our contracts management system our contracts management system is built using SharePoint online and power automate to automate the workflow engine in the background so this is making use out of the Microsoft 365 tools and doesn't require any additional licenses in order for it to work I'll come back and explain the home page of the contract management system in a moment let's take another look at the contracts in the background so this is all using sharepoints document Library functions where we can upload documents and tag them with specific metadata which is going to be used by our workflow engine to send out reminders when contracts are almost expired as well as sending out reminders when contracts have actually expired now the way the system works is that we have a document uh which is tagged with certain information such as who the supplier is as well as a contract owner so this is the actual internal person at our organization and if we were to click on them we can see their contact information if we wanted to reach out to them specifically about this contract we can see the contract type and even a filter by certain Fields like contract type to maybe shows all the um for example legal agreements that we have and we can see them like so so we can actually then un filter this so just untick that click on apply and we can see the contracts by their effective date as well so again we can sort and filter by these or we could just order them say for example older to newer and see ones which are gotten all the dates we can see the cancellation reminder date so this is a date where actually a reminder will be issued to the contract owner to say that this particular contract is nearing its expiry and then we have the actual expiry date so we can see any documents uh or contracts which have actually been expired we then have the status of the document so documents um go through a couple of different statuses so by default they'll be active when they are live when they pass their review date or the reminder dates it will then be set to review which means that the email has been sent to the contract owner to ask them to review that specific contract and then if they choose to cancel them they can actually cancel um the contract altogether and that'll mark it as uh canceled it's really simple and really easy to add a new contract we can click on upload click on files and then we can choose the upload for example this example contract once we've uploaded we can actually individually select documents to edit their properties or if you wanted to even do this in bulk you could always click on edit in Grid View and you can actually edit multiple properties of these contracts in a spreadsheet type of view so it might be for example we put in the supplier name and we'll just put in example supplier uh contract owner so we're going to put in someone who works here so we'll say Steve and the contract type is is going to be a fixed price the effective date that's when it starts so this is where we then say the effective date is today and then we can then automatically uh calculate that the system will automatically calculate then the cancellation reminder date as well as expiry date now typically um we would have this set to um three months before the expiry date and the expiry date is typically 12 months after the effective date but we can specify this and we can even add different frequencies for different contract types into here as well so now if I click on the exit grid view very shortly this will automatically then calculate for me by a reminder date of my expiry date as you can see now it's automatically generated expiry date being one year after the effective date and the reminder date is three months before the expiry date and it's also set the status automatically to active so now that will sit there until that date once it hits it goes past um for example the 5th of October 2023 it will then set this to a yellow reminder and it'll send an email to Steve then once it's actually if it does get to the stage of expiry it'll turn this red and it will send an email as well to Steve to say that it's expired the statuses will also change the review once it's gone past this reminder date and once it's actually past expiry date you'll automatically have set itself to canceled as well so going back to the home page um now we've seen the documents and the way this is listed out we can see there are tiles which will take us to specific areas of these documents so for example my contracts when I click on this this will filter by every document that has actually been assigned to me as a contract owner I can also see all contracts by clicking on the button here I can see upcoming contracts these are contracts which are actually passed their kind of reminder dates so it's something that I need to go in and take a look at I've also got things that contract helped so this might take me to a page or a video which is going to help me understand this system and how to use it we've also got contract reports so this could be either using sharepoints out of the box functionality to see um the amount of contract by status or by contract owner or we could even plug in for example power bi to give us a lot more in-depth detail about those specific contracts on the homepage we also have news so news is a great way of kind of uh sharing with the wider organization what's going on with contracts so maybe it's for example a new mobile phone contract or the expenses uh app or something like that is no longer being used or being replaced so changes and contracts can often have uh consequences or leader changes in the day-to-day working lives of our employees so by creating these news articles we can push that into our wider internet so that people can be aware of what's actually taking place we can also see contract managers so these might be contacts where people might want to reach out to and speak to them again by clicking on them you can see their contact information as well as useful links so there might be useful links to document templates like Mutual ndas or contract policies which might live in in your overarching kind of document Management Area FAQs or even reporting if there's a potential issue with a contract for example and at the bottom you'll see it's the latest contract so things which have been updated recently will then show in this scroller across the bottom of the page the home page can be customized so we can add different what we call views so a specific filters that you want to go directly to maybe their filtering by specific areas of of the department for example um then we could go to them or specific types of contracts or anything that you might want to quickly jump into we can create buttons that go specifically to those areas um if you currently have a lot of contracts and you may be talking tens if not hundreds of thousands of contracts that you want to quickly get into this contract management system without having to upload them all manually and tag them all individually then Microsoft also offer another product which is called SharePoint syntax which is essentially an AI tool which will allow you to bulk upload documents and then the AI will scan the documents for key information such as contact name address email addresses or any other types of information that you might want to automatically pull out from that contract and then store it inside the SharePoint list so this is what this would look like uploading a document and it would scan this for the information take this information and then automatically populate those fields that we're looking at inside of SharePoint another additional um potential additional option um You may wish to do is actually have documents being signed um when contracts are being renewed now we can use an integration with Adobe and have a Adobe signatures place with the documents which means that when documents are being sent out or they're being due to be updated as part of that process we can also send out a digital signature so that people can sign those documents and then that will automatically update the contract with a signature at the bottom before it then updates itself with a new expiry date our contract management system is a set of building blocks that can be configured to your specific requirements so if there's some additional fields that you wanted adding into the library or specific steps you wanted adding into the workflow we can customize this specifically for your requirements