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Understanding Contract Tracking Fields

We've introduced a set of powerful new system fields to make contract lifecycle tracking easier, more consistent, and great for analytics.

Here's a friendly, skimmable overview of what's new and how to use it!

Field Name

Who Usually Populates It

What It Tracks

Key Feature

Contract Owner

ContractSafe User

Who is actively responsible for managing the contract.

Sends email notifications to the assigned Contract Owner.

Contract Requested By

The system

Who initiated the contract request.

Can be populated by ContractSafe users AND Guest users.

Contract Needed By

Contract

Requester

The target date when the contract must be completed.

Helps legal teams prioritize based on deadlines.

Contract Priority

Contract Requester

The requested level of urgency (e.g., High, Medium, Low).

A quick way for the legal team to assess importance.

Contract Stage

The system

The contract's current place in the workflow (e.g., Drafting, Executed).

CRITICAL for analytics! Used to calculate time and duration metrics.

Quick Tips & Best Practices

1. Optimize the Contract Owner Field

  • See Names, Not Emails: If you only see email addresses in the Contract Owner list, it means those users need to update their profile with their first and last name.
  • Permissions Check: If an assigned owner doesn't have permissions to view the contract, you'll see a warning message to prevent access issues.

2. Focus on Contract Stage (For Data Lovers!)

  • Why it Matters: The Contract Stage field is the backbone of your time-tracking and duration analytics.
  • Fixed Stages: The stages are set by the system and cannot be customized or removed by your organization.
  • If you currently use a custom field to track contract status, we strongly recommend migrating that historical data into the new Contract Stage system field. This ensures your organization can benefit from the built-in automations and time-tracking insights.

3. Where to Add These Fields

You can immediately start using these powerful new fields in your key contract workflow areas:

  • Contract Forms
  • Intake Forms
  • Templates
  • Highlights on the Contract Page
  • Columns on the Contract List

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