It's 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 an unlimited storage for all of your contracts. The secure servers (read: bank level secure servers) give you safe access to all of your contracts in one place — always, anywhere. While smart search and filtering functions make it possible to quickly find what you're 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 digital 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 Archive in the top menu,
  2. Click 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 Archive in the top menu,
  2. Click 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. You can move a contract to a folder by following these simple steps:

  1. Click Archive in the top menu,
  2. Click the Options button (the three dots) on the right hand side of the contract you wish to move and click the Move to button,
  3. Select the folder that you want to move your contract to and click 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 automated templates in Precisely already include some metadata points, but it's (of course) possible to easily add or remove data items to contracts as well. Just follow these simple steps:

  1. Click Archive in the top menu,
  2. Click 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 metadata boxes.

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 contracts — 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 Archive in the top menu.
  2. Contracts created through the platform are fully searchable. Simply enter your search term in the search box to the left to find all contracts including the term.
  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-hand menu of the Archive.
  4. It's, of course, possible to combine both steps above. For instance, by filtering for 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 Archive in the top menu,
  2. Click the specific document 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 Archive 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 have access to the specific contract or template. 

Happy contracting! 

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