Overview Contract Management

Overview Contract Management

Managing contracts, business partners, and key contacts across an organization can often be difficult and overwhelming, especially when multiple firms and stakeholders are involved. Today , Teamsware has the solution!

Teamsware offers a user friendly and powerful solution to organize and monitor all contract related information in one centralized module called Contract Management.

The Contract Management Module is designed to give users a clear and structured overview of all business relationships, making it easy to track which contract is associated with which company and the relevant points of contact on both sides.

LISTS

This solution consists of three interconnected SharePoint lists:

Verträge (Contracts):

Each contract can be assigned to one company, ensuring transparency about who is involved in this agreement.



Firmen (Companies):

Each company can be linked to one or more contacts in order to identify the key stakeholders within the company.



Ansprechpartner (Contacts):

Each contact is linked back to their respective company, closing the loop between people and organizations.



These relationships allow an easy navigation between contracts, companies, and contacts, ensuring that all relevant information is just a few clicks away.



DOCUMENTS LIBRARIES

In addition to the structured data, the module includes a dedicated document library to store contracts and all relevant documents. Each new contract created automatically; generates a corresponding folder having the same name. An archive library is also integrated, where inactive contracts are stored and can be accessed when needed.

PAGES 

The Contract Management Module is built with three key pages:

  1. Start Page  This is the main dashboard where users can :

  1. Monitor contract statuses (Active, Replaced, Terminated, Expiring)
  2. View summaries of : all contracts and their owners (Vertragsbesitzer), existing companies (Firmen) and all current contacts (Ansprechpartner)
  3. Quickly create new entries via four main action buttons: new contract, new contact, new company and settings (Einstellungen).

      2. The Settings page  Provides administrators and users with access to :

  1. Active and Inactive metadata used in the module
  2. Functions of companies (e.g., IT Service Provider, Government Body)
  3. Roles of contacts (e.g., Project Lead, Procurement)
  4. Notification settings, including Microsoft Teams notifications and Email alerts
  5. Permission management via the Permissions section (Berechtigungen)
  6. Folder templates (Ordnervorlagen) for auto creating structured folders when a new contract is added
  7. Systemberechtigungen, giving access to Teams, Groups, and  Exchange connectors
  8. Help Center, offering documentation and guidance on all Teamsware modules

      3.  Recycle Bin   Safe Recovery

      The third page is a dedicated recycle bin, where all deleted files and folders from the module are temporarily stored. Users can restore these items at any time.

The SharePoint Contract Management Module is more than just a repository for contracts, it's a comprehensive and user friendly tool that helps organizations track, manage, and secure their relationships with their partners, empowers teams to stay organized, and reduces manual effort and time spent on repetitive tasks.