Creating a Contract

Go to Contracts > New Contract, and fill out the details on the displayed form. Alternatively, you can create a contract by using the Quick Actions menu.

The Contract form has four sections, namely Contract Details, Associated Assets, Attachments, Expiry Notification, Create Request Before Expiry, and Auto-renewal.

Contract Details

The following table describes in detail each field under Contract Details:

Field	Explanation
Name*	Provide a unique name to your contract. (Character limit: 100)
Contract Vendor*	Choose a vendor for your contract from the list of preconfigured vendors. You can also add a new vendor from here. Use the Plus icon to add a new vendor. Configure vendors under Setup > Asset Management > Vendor.
Contract Cost	Specify the cost of the contract.
Currency	Indicates the currency for the contract. Currency value is auto populated based on the vendor selected. You can modify the vendor currency under Customization >Asset Management > Vendor.
Contract Owner*	Select the contract owner from the list of technicians displayed. The contract owner can belong to any site for which the contract is created and access the contract regardless of the site restrictions.
Contract Term*	Choose a validity term for the contract. Choose Definite to set a definite validity term or choose Indefinite to set a validity term without an end date. If you choose Indefinite, then the Expiry Notification, Create Request before Expiry, Auto-renewal sections will not be shown. This field is mandatory.
Active From*	Choose a date from when the contract term starts. Applicable only if you select Indefinite in Contract Term.
Active Period*	Enter the contract's starting and ending dates. Applicable only if you select Definite in Contract Term.
Contract Type	Specify the contract type as maintenance, lease, support, warranty, or other types. Users associated with the ContractConfig role can configure contract types under Setup >> Customization >> Contract Management >> Contract Type.
Parent Contract	If your contract has a dependency on another contract, you can create a parent-child contract relationship between the contracts. To learn more, click here. Choose the parent contract under this field.
Site	Select the sites for which the contract must be created. You can also choose the All Sites or Base Site value. The multi-site association enables you to track the contracts of different organization sites in a central location. Site-specific contracts limit assets associated with the contract based on the sites selected and also restrict technicians' access to their site contracts.
Description	Provide a short description of the contract.
Support Details	Specify the support that the contract includes, such as resources involved, supplies offered, any terms and conditions, and the like.

* indicates mandatory field.

Asset and Software License Associations

Under Associated Assets, add assets and software licenses that are covered under the contract. Note that you can associate up to 100 assets and software licenses each from this page. For more associations, you must create the contract and go to the Associated Assets tab in the contract details page.

In site-based contracts, only the assets from the selected sites can be covered.

Attachments

Drag the contract-related files to the Attachment dropbox. You can also use the drop-down at the right corner of the section to attach files from the computer or cloud. To attach files from the computer, you can alternately use the Plus icon.

Note that you can append a maximum of 50 files, and the total attachment size cannot exceed 50 MB.

Expiry Notifications and Settings

To configure contract expiry notifications to be sent to users,

Select the Expiry Notification checkbox.
Select the technicians and add any email addresses (app user or non-user) to be notified.
Enter how many days before the contract expiry must the notification be sent. You can configure up to 10 notifications by using the Plus icon displayed.
After adding the contract information, click Save.

The Create Request Before Expiry allows you to log a request automatically in your service desk when the contract approaches expiry. After you enable this checkbox, you need to provide the number of days before the contract expiry when the request must be invoked. The subject and the description of the contract expiry notification template will be used in the request with the contract owner as the requester.

As a prerequisite to enable this option, you need to have selected a request template under Setup > Customization > Contract Management > Configuration.

Auto-renewal

Using this option, you can choose to auto-renew contracts. Just select users you want to notify about the renewal and choose a prolongation period in days, months or years.
Renewed The renewed contract will be saved as a new entry in the list view.

Note: The auto-renewal configuration you set here will apply to the renewed contract as well.

Save Contracts as drafts

For contracts that are a work in progress, you can save them in drafts and get back to them when required. Use the Save Draft button on the contract add form to save contracts in drafts.

Note: You cannot mark a contract in the draft stage as the parent contract. You can change the vendor for the contract in the draft stage. Contracts in drafts will be excluded from reports.

The following screenshot demonstrates a contract with Apple Inc. for extending the warranty and support of 4 Mac computers. The contract is created with the crucial information, including contract vendor, owner, type, period, support included, assets covered, terms and conditions (file attached), and more.