It is estimated that 10 % of all signed contracts in a company have completely disappeared (Faulkner Information Services). They’re gone with the wind, completely lost. Where are you keeping your contracts today? In binders? In your email inbox? Somewhere in the cloud? Or are they scattered all over?

Well, not if you’re using Precisely. Precisely offers unlimited storage for all of your contracts. Our secure servers (read: bank level secure servers) give you safe access to all your contracts in one place – always, anywhere. While smart search and filtering functions make it possible to quickly find what you are looking for.

How to import contracts

Let's start with the greatest part. Contracts created in and/or electronically signed with Precisely are automatically transferred to – and stored in – your Contract Archive. No more paper.

Legacy agreements, as well as other agreements that you sign manually, are easily imported. Just follow these simple steps:

  1. Click on All contracts in the top menu
  2. Click on the green New button to the top left
  3. Click Import document and choose the files you wish to import from your computer. 

Vóila! All of your contracts are now stored in one secure place.

How to create a folder

If you’re managing multiple contracts of the same type or want to gather all contracts belonging to a certain project in one place, you can store them in folders. Creating folders is done by following a few simple steps:

  1. Click on All contracts in the top menu
  2. Click on the green New button to the top left, then click New folder
  3. Name your folder, e.g. employee agreements or secrecy agreements, then click the blue Create button

In case you want to create a sub folder, simply repeat the steps when you’re in the main folder. 

Good job! You just created a new folder.

Moving contracts to your new folder is just as easy. When in the Archive view (which is accessed by clicking on All contracts in the top menu) you can move a contract to a folder by simply dragging and dropping the contract to the folder, or by following these easy steps:

  1. Click on All contracts in the top menu
  2. Click on the options button on the right hand side (the three dots) of the contract you wish to move and click on the Move to button
  3. Select the folder that you want to move your contract to and press the blue Save button

How to add metadata to a contract

One way of sorting and finding contracts quickly is to add metadata to the contract. Contracts created through custom templates already include some metadata points, but it is (of course) possible to easily add or remove data items to any contract as well. Let's re-apply the same logic as above and follow these simple steps:

  1. Click on All contracts in the top menu
  2. Click on any imported or signed contract. You can see the status of each contract to the far right in the list of all contracts
  3. When you’ve clicked a contract you’ll find yourself in the contract’s overview. Simply add the metadata by filling out the forms

Pro tip:

In the same overview as the metadata, you can also enter fully customizable reminders. Precisely’s smart reminders allow you to get alerts about important milestones regarding your contract. Never miss a deadline again. Set up reminders for any event in the contract lifecycle – and receive alerts via email. The reminders will also appear in your dashboard. Always know when to renegotiate, renew or terminate the contract in time.

How to find your contracts

Finding contracts in Precisely's Contract Archive is really easy.

  1. Click on All contracts in the top menu. 
  2. Contracts created through the platform are fully searchable. Simply enter your keyword in the search box to the left to find all contracts including the keyword. 
  3. You can also use our contract-specific filtering options and filter by contract type, the status of the agreement (e.g. to find all contracts that await signature or all secrecy agreements) or by author, in the left menu under All contracts. 
  4. And it's of course possible to combine both steps above, for instance by filtering Distribution agreements and then searching for Exclusivity

How to change the access policy of a contract or template

Using access policies is a great way of limiting who can access specific documents or folders. There are three levels of user access; Only me, Everyone and Invite only and they are easily set up for a document or folder in just a few steps.

To change the access policy of a document, simply:

  1. Click All contracts in the top menu
  2. Click the specific document or folder that you wish to change the access policy of
  3. In the document overview, click Change access policy on the left hand side and select who gets to access the specific document. Then click the blue Save button

Note: If you select Invite only as access policy, you will be asked to select what teams can access the specific contract or template before clicking the blue Save button

To change the access policy of a folder:

  1. Click All contracts in the top menu
  2. Click the Options button (the three dots) on the right hand side of the folder that you wish to change the access policy of 
  3. Click Access policy and select who gets to access the folder. Then click the blue Save button

Note: If you select Invite only as access policy, you will be asked to select what teams can access the specific contract or template before clicking the blue Save button

That’s it, you’re all set! Now, only the right people are able to access the specific contract or template. 

Happy contracting! 

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