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	Category: Management Contract
Contract Information

Creating a New Contract

1. Access Freshservice, https://support.swinerton.com/
2. Click on the Assets icon located in the Navigation bar on the left side of the screen.
3. Click Contracts

   Quick Tip: Short cut to create new contract. Click on the plus symbol located up right side of screen.

New Contract Properties

General Details

1. Enter “Contract Name”. 
   • Try to limit this entry to the contract name only.
2. The Contract Number will fill in by default but will not default to the next available contract number. 
   • You must check and update the contract number manually.
     
   • Locating the next available contract number:

     Return to Contracts list page either by clicking on “Contracts” upper left side of screen or clicking on the “Assets” icon and selecting “Contracts”. In the “Contract Number” column use the up/down arrows to sort. Once the highest contract number has been located proceed to update the new contract. The next available contract number will need to be manually inputted.

     
     

3. Using the drop down arrow select the ”Type” of contract being adding. 
   • After selecting the type of contract more fields will be added. 
   • See “License Maintenance Properties"
4. Using the drop down arrow select the group the new contract will be ”Visible To”
   • Only one selection can be made.
5. Enter email address of the “Approver” for the new contract. 
   • The approver is responsible for approving any contract changes made by another user and to ensure contract status is up to date.

6. Enter the “Vendor” for the contract. 

   • Using the drop-down arrow will provide a list of vendors, click and select or begin typing the vendor’s name in the search field.

   • Click the applicable vendor.
     

     • What to do in the event the vendor needed is not listed: Contract Module Documentation – Adding A Vendor, 1000059417
       1. Click on “+” sign top right of “Vendor” box.
          • NOTE: You cannot click the “+” if the list is still up. 
          • To collapse this box, click anywhere outside of the list
       2. Fill in all fields then click “Create”. “Contact Name”, “Phone”, and “Email” are mandatory fields. 
          • New vendor(s) cannot be saved unless these fields are populated
            
7. “Status” will always default to “Draft” and is grayed out. 
   • The drop-down arrow feature is inactive at this time.
8. Enter “Cost ($)” of contract. 
   • Do not use the following symbols: “$”, “,”
   • NOTE: All boxes marked with an asterisk “*” are mandatory. 
     • The exception is the “Approver” field it is not marked mandatory however, the contract will not save without a valid entry.

Tenure of Contract

1. Enter the “Start Date” by clicking inside the box, then using the drop-down arrow for the year, click the year the contract starts.
   1. Select the Year: 
      
      
      
   2. Select the Month and Day
      
      
2.  DO NOT USE the “Auto Renew” toggle.
   • NOTE: If this featured is used, you will not have the ability to update the expiration date and you will have to create another contract entry for the same vendor. 
     • Basically, these features will lock up the contract.
     • At this time Freshservice will not be changing the behavior of these features.
       
       
       
3. Click on the “Notify Expiry” toggle. 
   • This feature will send notifications to the email addresses that are specified in the “Notify To” field. 
   • Then, specify the number of days the notification should be sent. Notifications are sent via email and ticket.
     
   • NOTE: More than one email address can be entered.

3.0 License Maintenance Properties

1. This section is like “General Details”. 
   • All fields marked with a red asterisk are mandatory and require information. 
   • Without the information the contract will not save

4.0 Associations

• Presently there is a size limit for all attachments.
• Attach current year documents only.
  • Example: Contract, NDA, AP payment confirmation, etc.
• Submit for Approval
  • Review information and attachment(s) for accuracy then click “Save”

• NOTE: If an error occurs, review error and make corrections then click “Save” again.