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). |