Audience: Power Users
Status Types are used to track a contract's progress through your organization's contract workflow. They can be used to track contracts:
before and after electronic signing;
through Approval processes;
distinguish Active and Inactive contracts.
By default, your system has three status types: Open, Closed and Cancelled. To manage signing or Approval processes you may wish to create new status types for your contracts:
1. Go to the Contracts menu > Maintain Status Types.
2. Review the list of existing status types. To create new ones, click the New button.
3. Enter a Description based on how you plan to use your status, eg:
Signing in Progress
Signed
Pending Approval
Approved
Rejected
Closed - ongoing obligations
Import Complete
Archived
Entered in Error
4. Set the Business Unit
5. Select an Internal Code based on how you will use the status type:
Open - for any status to be used when a contract is active or pending. Most statuses will use Open.
Closed - denotes a contract that was active but is no longer so. Appropriate for status types such as "Archived", "Terminated", etc.
Cancelled - denotes a contract that should never have been active, eg "Entered in Error", "Duplicate", "Training/Testing", etc.
Note: on the Contract Search screen and the Dashboard, search results which display "Active" contracts show any contract using a status type with an internal code of Open.
6. Click Save
Back in the Status Types screen, click New to create a further status type. Many scenarios will require multiple statuses to be set up, eg:
During signing, and after signing
During import, and after import
Seeking approval, approved, or rejected
Add a Status to your Contract Types
Having created your status, you now need to add it to any contract types you wish to use it on:
Go to the Contracts menu > Maintain Contract Types.
Select a contract type and click it to Edit.
Go to the Statuses tab. Any newly-created statuses will be towards the bottom of the list.
Set your statuses to be either Available or Unavailable:
You may reorder the statuses as they appear in the contract screen using Move Up or Move Down buttons, or clicking the green "item number" on the far left to rearrange. If a status is set to Unavailable, you don't need to move it below fields that are Available.
Once you have all your statuses set, and in the correct order, click Save on your contract type.
Back in the Contract Maintenance screen, click on any other contract types that you wish to add the new status(es) to.