Understanding Contract Lifecycle Tracking stages and automation
Understand the different lifecycle stages and what triggers each stage.
Contract Stages
Here is a breakdown of each stage in the contract lifecycle:
|
Stage |
What It Means |
Key Actions & Notes |
|
Contract Received |
The contract has been added to ContractSafe. |
This is the default starting stage when a new contract page is created (via upload, email, form, or template). Note: Contracts submitted via Intake & Template Forms may bypass this stage if they have automatic approval routing enabled. |
|
In-Progress |
The contract is actively being worked on. |
This traditionally includes drafting contract language, negotiating terms, or gathering related information. The exact definition can vary by organization. |
|
Approving |
The contract is routing internally for necessary approvals. |
This stage begins after negotiations are complete. The contract remains here until all required internal approvals are granted. |
|
Signing |
The contract has been sent to the respective parties for signature. |
This stage is entered after the internal review and approval process is complete. The contract remains here until it is fully executed (signed by all parties). |
|
Managing |
The contract is fully executed and stored in the repository. |
This stage reflects the post-signature management of the contract. The executed contract is now part of your organization's official records. |
|
Terminated |
The contract was fully executed, but its termination date is in the past. |
This stage is used for contracts that have officially ended according to their terms. |
|
Closed Pre-Signing |
The contract was never fully executed and did not complete the full lifecycle. |
This indicates the contract process stopped before signing. Example: A contract was requested but halted because the vendor failed security requirements. |
How Contract Stages Change (Automations & Manual Actions)
ContractSafe is designed to support both automated and manual transitions between lifecycle stages. Understanding these triggers helps ensure your contracts move through the process efficiently.
|
Stage |
Automatic Transition IN (Entering the Stage) |
Automatic Transition OUT (Exiting the Stage) |
Manual Transition Options |
|
Contract Received |
A new contract is added to ContractSafe (via upload, email, etc.) |
*A Contract Owner is assigned. *The Contract is sent for approval. *The contract is sent for signature. |
* Use the Contract Stage dropdown on the contract page. * Manually change the Termination Date to a date in the past (moves to Terminated). |
|
In-Progress |
A Contract Owner is assigned. |
*The contract is sent for approval. *The contract is sent for signature. * Contract's Termination Date naturally passed (moves to Terminated). |
* Use the Contract Stage dropdown. * Manually change the Termination Date to a date in the past (moves to Terminated). |
|
Approving |
* The contract is uploaded via an automatic approval workflow * The contract is sent out for approval. |
*The contract is sent for signature. * Contract's Termination Date naturally passed (moves to Terminated). |
* Use the Contract Stage dropdown. * Manually change the Termination Date to a date in the past (moves to Terminated). |
|
Signing |
The contract is sent out for eSignature. |
The contract has received all required signatures (moves to Managing). |
* Use the Contract Stage dropdown. * Manually change the Termination Date to a date in the past (moves to Terminated). |
|
Managing |
The contract is fully executed via an eSignature integration. |
* Contract's Termination Date is in the past (moves to Terminated). |
* Use the Contract Stage dropdown. * Manually change the Termination Date to a date in the past (moves to Terminated). |
|
Terminated |
The contract's Termination Date is in the past. |
None (This is typically a final stage). |
* Use the Contract Stage dropdown (to move it out of Terminated). * Manually change the Termination Date (to move it out of Terminated). |
Note: Contract Lifecycle Tracking is only available on the New Contract Page. This means that CLT related fields such as Contract Owner are only visible when switched to the New Contract Page.
For further inquiries, please reach out to support@contractsafe.com