Admin > Contract settings > Tables > Contract templates

Contract templates can be used when creating a contract, but can also be linked to an existing contract later. At the moment you link a contract template to a contract, all defined properties in the template are transferred to the contract. This is mainly useful if you have certain contract types that require the same workflows, tasks, or custom fields. One of the biggest advantages of contract templates is that you can show certain custom fields only for some contracts, instead of for all contracts in the environment.

You can define the following properties in a contract template:

• Which workflow (contract approval) is linked to the contract
• Whether the contract detail tabs 'Products', 'Financial' and 'Locations' are visible for the contract
• Which document creation template is linked to the contract
• Which contract type is linked to the contract
• Which contract procedure is linked to the contract
• Which contract custom fields are shown in the contract
• Which tasks need to be scheduled for the contract
• Which checklist items belong to the suppliers who have a contract with this contract template

Creating a contract template

1. Before you can start fully setting up the contract template, you first need to create a contract template. Navigate to Admin > Contract settings > Tables > Contract templates.
2. Click the 'Add' button.

3. You will see some basic settings here, fill these in as desired. All fields except 'Description' are optional and may be left blank. See below for a brief explanation of each field.

   Term	Explanation
   Procedure	Choose here the contract procedure that you want to link to the contract template.
   Description	The name of the contract template, this is how you recognise the contract template among your contracts.
   Workflow	Check this option if you want to link a workflow to the contract template.
   Default workflow	Choose here the workflow that you want to link to the contract template.
   Products, Financial, Locations, Personal data	With these three options you determine whether the tabs 'Products', 'Financial', 'Locations' and 'Personal data' are visible in the contract details of the contracts linked to this contract template.
   Document template	Choose here which document template you want to link to the contract template.
   Contract type	Choose here the contract type that you want to link to the contract template.

4. Click 'Add' to create the contract template

Setting up a contract template

1. When creating the contract template you have already defined some settings. Click on the contract template to set it up further.
2. A pop-up will open where you can further configure the contract template. You can also always change the basic settings you set during creation here. Changes in templates are always applied directly to the linked contracts.

Linking custom fields to a template

You can link custom fields to a contract template. This means that only these custom fields are visible for contracts linked to this contract template. Other custom fields you have set up in Admin will not be visible. The custom fields shown in the left column are available to be linked to the contract template. The custom fields shown in the right column are already linked to this contract template.

You can click the custom fields in the columns to select them, and use the 'Add' and 'Remove' buttons to link or remove these fields.

Linking tasks to a template

The tasks you set in the contract template are automatically created as contact tasks for the draft contracts that you link and activate with the contract template.

1. Click 'Add' to add a contact task to the contract template.

2. You will see some basic settings here, fill these in as desired. See below for a brief explanation of each field.

   Term	Explanation
   Description	The name of the task, this is how you recognise the task in the task overview.
   Memo	Check this option if you want to link a workflow to the contract template.
   TASK DATE = TERM + START DATE (NUMBER)	This determines the start date of the first time this task is performed. We base this on the contract start date. Example: You want the task to be performed 1 month after the contract start date. Then enter '1' here. The second part of the term (day, month, year) you enter in the field below.
   TASK DATE = TERM + START DATE (NUMBER)	Example: You want the task to be performed 1 month after the contract start date. Then enter 'Month' here.
   TASK REPEAT NUMBER	If you want this task to be repeated periodically, set that here. Example: If you want the task to be repeated every 3 months, enter '3' here.
   TASK REPEAT PERIOD	If you want this task to be repeated periodically, set that here. Example: If you want the task to be repeated every 3 months, enter 'Month' here.

3. Click 'Add' to add the task to the contract template.

Linking checklist items to a template

The checklist items you link to a draft contract are automatically added to the linked supplier after the contract is activated. This way you automatically have the correct documentation with the supplier.

Click 'Add' to select and add a checklist item to the contract template. To unlink a checklist item from the contract template, select it and then click 'Remove'. The checklist items will not be removed from the suppliers. They will only be removed from the contract template, so the checklist items will no longer be added to suppliers when this contract template is used in the future.