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The contract page

How to Manage Contracts in ContractSafe

This guide will walk you through the tools and features available on the contract page for managing your contracts efficiently. From organizing documents to tracking their status, this article ensures you maximize the platform's capabilities.

Table of Contents

Status and Organization Tools

Efficiently managing contracts is essential for staying organized and streamlining workflows. The following tools and features simplify contract management, making it easy to update, track, and organize contracts effectively.

 

  • You can rename contracts by clicking on their name on the top left side of the Contract page. When you hover your mouse over the text, it should change your cursor into a pencil icon, signifying that you can edit the name.
  • You can use the Execution dropdown in ContractSafe to track the execution status of a contract.
  • Contracts can be marked as Active or Inactive via the Active Toggle. This toggle will be hidden if Contract Lifecycle Tracking is enabled in Settings.  
  • Highlight contracts and make them your favorites by selecting the star icon. This will help you filter those afterward.
     
  • The Green Dots will indicate that a Comment, Note, or Related Document is added to the contract on the Workspace area (Leftmost side of the Contract page)
  • Organize documents into folders or use tags to make contract management easier and efficient.
  • Categorize contracts by preset types (or create your own), so uploaded contracts are automatically organized.

Action Buttons

Action buttons give you quick access to key features such as extracting AI fields, creating approval workflows, and sending contracts for signature.

  1. Ask AI will open up a chat panel where you can ask the AI anything about the contract in view.
  2. Open in New Tab will open the document in full screen on a new browser tab.
  3. Send allows you to send the contract to an email, including non ContractSafe users.
  4. Edit (available on select subscription levels) allow you to edit the document within ContractSafe.
  5. More (Three Dots) provides more options to take action on your contract:

 

Navigation and Tools

Sitting just about the contract itself, these tools allow you to adjust settings, search content, and manage your documents as needed.

  1. Navigation helps you move between pages in multi-page contracts.
  2. Page Settings, the cogwheel icon, allow you to adjust the page mode.
    A. Choose between Single Page, Double Page, or Automatic
    B. Change the page transition to either continuous scrolling or jump-to-page
    C. Rotate Pages to align pages for better readability
  3. Use Search, the magnifying glass icon, to locate specific keywords.
  4. Get from one page to another by using the Page arrows.
  5. Pan Mode lets you scroll through documents using your mouse like it’s in your hand.
  6. Use the option to zoom in or out of contract pages to better suit your viewing preferences.
  7. The Fit Page button in ContractSafe allows you to quickly adjust the contract view so that the entire page fits within your screen. 
  8. The Print option allows you to customize print settings before printing. It also allows you to print the document with the highlights included.
  9. Download lets you save contracts as PDFs for offline use.
  10. Use Open in New Tab to view contracts in a separate browser window.

Fields and Forms

Fields and forms help you capture and organize contract data efficiently. These tools allow you to customize the information displayed and ensure that your contracts meet your specific needs.

  1. The Default Fields are automatically filled in with key data points by AI, saving you time.
  2. The Custom Fields lets you create and add specific fields that suit your needs.
  3. The Forms, whether default or custom, work like checklists to show or hide certain fields, helping you tailor the contract information to your exact requirements.

Related Documents Workspace

Related documents help you keep track of additional information and changes connected to your contracts.

  1. The Attachments allow you to upload supplementary documents alongside the main contract for reference.
  2. The Linked Documents allow you to connect multiple contracts in your account, making it easy to identify related documents.
  3. The Amendments let you link changes to parent agreements, helping you track updates over time.

Comments and Notes Workspace

The Comments and Notes features allow you to work together efficiently and keep track of important updates and discussions.

1. ContractSafe's Comments Section feature improves collaboration throughout the contract workflow. This update enables seamless discussions, real-time editing, and more efficient management of feedback directly within the contract document.

Collaborative Commenting

  • Use the three-dot menu to edit or add to an existing comment.
  • Highlight important comments by selecting "Pin to Top" to keep them easily accessible.
  • Facilitate focused discussions by sharing a comment link.
  • Delete comments when they are no longer needed using the Delete Comment option.

Notifications

  • Mentioning someone in a comment sends an email notification to all involved.
  • To manage notifications, set up email filters, or request removal from a thread.


You can Expand or Collapse the comment section by clicking on the arrow 

2. The Notes feature in ContractSafe allows you to add and manage annotations directly within a contract. It helps track updates, document insights, and facilitate internal communication, ensuring all relevant information is organized and easily accessible. 

Note: On the Legacy Contract Page, the Notes and Comments position can be changed (Top, bottom, or hidden)

The Account Owner, Admin(s), and Department Admin(s) can easily switch the position:

  • Go to your Settings and then click on Company Settings.

  • Find the section called Comments & Notes.

  • Look for the Comments & Notes and Notes Position dropdowns. They should be under the General Settings tab.

  • Click the dropdown arrow and choose either if you want the notes above (Notes Over Viewer) or below the document (Viewer Over Notes).

  •  You can also choose to show or hide the notes or comments completely.

Your updates will automatically be made, and you can return to your Contract Page. 

The page will automatically be defaulted to display Comments at the bottom of the page. 

Full Audit Trail


The audit trail provides a chronological record of all activities related to a contract, ensuring complete transparency and accountability.

The Audit Reports give you a detailed history of all activities related to a contract. You can view or export the audit trail as a CSV file by clicking on the "Download CSV" button that is present when viewing the audit trail.

Please reach out to support@contractsafe.com for any questions.