Audience: standard users and power users
Overview
Every contract is unique, and Contract Eagle offers flexible tools for managing renewals. In this article, we’ll guide you through setting up both automatic and manual contract renewals, using built-in Date Types.
By the end of this article, you'll be able to:
Choose between automatic and manual renewal options.
Set reminders for contract renewals.
Customize renewal processes based on your specific needs.
Built-in Date Types for contract renewals
Contract Eagle provides two default Date Types for managing renewals, which cover most scenarios:
Contract Renewal Date
Contract End Date
When setting up your Contract Types, you can use one of these Date Types to suit your workflow. If needed, you can also create additional Date Types, like Invoice Date or Billing Date, to further customize your process.
The Date Type names can be customized for clarity, but their core functionality remains the same. Below are common scenarios for contract renewals and how to configure them.
Auto-Renew contract without reminders until a change is requested
If you want a contract to auto-renew indefinitely (e.g., on a monthly basis) without sending reminders, here’s how to set it up:
Use the "Contract End Date" field as the key renewal driver.
Configure the contract to renew automatically after first milestone, with no set end period.
The contract will continue to auto-renew until the counterparty requests changes, or you decide to manually stop the renewals by updating the Contract Status.
Example:
This contract will auto-renew an unlimited number of times on a monthly basis after one year from the Start Date. At the request of the Counterparty or your decision, you can manually stop the recurring renewals and change the Contract Status to another status.
You have the flexibility to choose any recurring period:
When choosing this scenario, please ensure that reminders are not required for the "Contract End Date" field. To check this, go to Contracts -> Maintain Contract Types -> [Select Contract Type] -> Date Tab.
Manual contract review before renewal
If you need to review and sign a new agreement before renewing a contract, consider the following settings:
Use the Contract End Date or Contract Renewal Date.
Set up a reminder for a timeframe that suits your needs (e.g., 30 days before the contract's end date). The specified users will receive an email, and a task to upload the renewal document can be generated.
Example:
The End Date for this contract is August 16, 2025. Thirty days in advance, the Contract Owner will receive an email reminder (cc'd to the Manager) with the text specified in the Message field.
A new task to upload the document can also be generated.
Once the renewal is complete, you can manually update the Contract End Date to reflect the new term.
Auto-Renew every {number} years for a limited number of times
If you need the contract to auto-renew on a recurring schedule but only for a limited number of times (e.g., three renewals every five years), here’s how to configure it:
Use the Contract Renewal Date.
Set the contract to auto-renew every XX weeks/months/years.
Limit the number of renewals.
The specified users will receive an email for each renewal cycle.
Example:
The contract will be auto-renewed three times every five years, and a simple notification will be sent to the Contract Owner (cc'd to the Manager) for each renewal.
Mixed contract Date Types
In some cases, you may want to combine options. You can mix Date Types like Contract Renewal Date and Contract End Date to handle more complex requirements.
For example, you might want a contract to renew every five years but not to extend beyond a specific date:
Reminders and Task generation
Contract Eagle’s reminder system is highly customizable. You can configure reminders to:
Send email notifications only, or
Generate tasks that require action (e.g., uploading documents).
This ensures that important reminders don’t get lost in your inbox. Any active tasks will remain visible on your Dashboard until completed.
While we may not have covered all possible scenarios here, the key takeaway is that Contract Eagle provides flexible tools to tailor the contract renewal process to your needs. Whether you want auto-renewals or manual reviews, you can configure reminders, tasks, and date settings to suit your workflow.