In the Dock 365 contract management system, you can use Microsoft Teams to manage your digital contracts and gain visibility into specific actions, tasks, and more. In Teams, you can turn on automated reminders and alerts to stay proactive and keep everyone informed. Also, you can use different channels and chats to easily chat and discuss important contract management tasks. Teams also makes it easy to transfer contract data to appropriate forms when needed and autofill, making contract lifecycles automated and more efficient. Finally, you can assign different actions and tasks related to the contract to specific users in Teams. If a member declines a contract, the status changes to Declined and all members are notified of a Teams post. In Microsoft Teams, you can create a dedicated contract management team to manage the entire digital contract management process (except for reports). For example, when a contract request appears in the Team tab, go to the contract request form and fill in the various information fields. You can also create customizable contract request forms to save time and improve your customers` experience. Each contract card displays three extracted fields for each contract (Client, Contractor and Fee Amount). You also want to see the time and date the file was filed by the Syntex template used to identify it. Optimize contract lifecycle management with advanced collaboration and communication capabilities in Microsoft Teams.
At Dock, we`re experts in SharePoint and Office 365, and we want to help organizations leverage the different features of Teams to revolutionize and streamline contract management. Go by assigning the dynamic values of the list item. Then, create your file as a view in a target document library by using the Create SharePoint File action. The following sections explain in detail how to configure your contract management solution. It is divided into three stages: procurement planning, procurement and contract management. Have a place where members can see approved contracts to know when they can be submitted for payment. In SharePoint, you must create a list for the payment and include columns for the customer, processor, and fee amount by selecting Single Text Line as the column type. You must add the For Payment list as the Teams tab in the Contract Management channel, similar to the Contracts tab. The For Payment tab lists all contracts that must be submitted for payment. You can easily extend this solution to write this information directly to a third-party financial application (such as Dynamics CRM). Verified contract itineraries. Approved and rejected contracts must be routed through a specific workflow.
Approved contracts must be routed to a third-party application for payment processing. Rejected contracts should be forwarded for further review. Create a storage location so that stakeholders can easily view all contracts that require action. For example, in Teams, you can create a Contracts tab in the Contract Management channel where members can see a useful tiled view of all contracts that need to be approved. You can also configure the view so that each “card” lists the important data that is important to you (for example, the customer, the contractor, and the amount of the fee). The first step in planning your contract management system is to understand the problem you`re trying to solve. This solution requires solving four key problems: Your predefined and customized contract templates automatically populate data fields based on contract request information, making it possible to generate complete contracts in moments. This saves you a lot of time, so you don`t have to manually create your contracts from scratch every time. Your company can act quickly with these standardized and accurate contract templates, making it easier to manage a large number of contracts. Teams also has built-in integration with Microsoft Exchange.
This way, every scheduled meeting in Outlook or Teams appears in both places. Setting up meetings to discuss various information and contract terms with people inside and outside your organization is remarkably easy. Microsoft SharePoint lists: Use the formatting available in modern SharePoint lists to present contracts in a user-friendly format. Power Automate: Use flows to move contracts through the approval process and then to a third-party payment app. Many companies have achieved incredible results by moving to teams and have significantly improved their contract lifecycle management strategies. In Microsoft Teams, everyone is a member of a secure Teams channel where all contracts are visible in the document library for approval or rejection. By using the Teams feature, everyone involved is notified when new contracts need to be reviewed. Your contract management system is also equipped with automated digital contract workflows, so you don`t have to approve people who have completed tasks, but can only enable complete, customized workflows, so you can easily visualize the stages of your contract`s lifecycle. View approvals and track commitments.
Instead of using Excel spreadsheets to track contract data and commitments, you can use the features provided by Teams to track each moving part. In Teams, you can also use version control tools to work seamlessly with others on your contracts. With Power Automate, contracts go through the approval process in the Teams channel. When a member approves a contract, the contract status changes to Approved, all members are notified of a Teams post, and a line is created to indicate that the contract is ready to be paid. This process can be extended to write directly to a third-party financial payment request. At Dock, we offer advanced solutions as part of our contract management system. We can help you create your unique SharePoint and teams based on your organization`s specific needs and goals. Plus, we help your business integrate your data into teams so you can access a comprehensive, easy-to-use dashboard. On your contract management dashboard, you can view key information about valuable digital contract information, such as: Your upcoming tasks and expiring contracts, broken down into 30-, 60-, and 90-day intervals. You can also view your contracts by status and see what status your contracts are in, giving you a detailed, top-down overview. Have a place where members can interact with each other and see important events. For example, Teams can use the Posts tab to have conversations, get updates, and view actions (for example, when a member declines a contract).
If something has happened (such as a new contract submitted for approval), the Publications tab can be used not only to announce it, but also to keep track of it. And when members subscribe to notifications, they are notified when there is an update. For the custom tile view you`re using, you need to make changes to the JSON file used to format the current thumbnail view. You can reference the JSON file used to create the map view by looking at the ContractTileFormatting.json file. In the following sections, you can see specific sections of the code for functions that are in contract cards. Microsoft Syntex: Create templates to identify and classify your contract files, and extract the appropriate data from them. This article describes how to use Microsoft Syntex and Microsoft 365 components to create a contract management solution for your organization. It provides you with a framework to help you plan and create a solution that meets the unique needs of your business. Even though this solution talks about contract management, you can customize it to create other document management solutions, such as SOWs or invoices.
In the Contract Requests tab, you can view contract information by department, digital contract name, parties, etc. For example, your contract manager can view current contract requisitions on the Contract Request tab to retrieve all relevant information and then apply that information to your predefined contract templates.