Add Documents to a Contract

You can add documents to contracts by using the: 

• Add Document process available throughout Enterprise that allows you to add a document one at a time or import one or more documents or emails from the Documents tab. See Documents for additional information. The basic process is the same for contracts as it is for the examples in the Documents article. 
• Add Contract Documents process which is unique to contracts.

Contract documents are template documents, often with merge fields, and standard or custom reports, that you can associate with contract types so they default when assigning the contract type.

If no contract type is assigned to the contract, or no documents/reports are associated with the contract type, the Add Contract Documents screen opens with a single selection option for the document and a single selection option for the report. To add multiple documents/reports, you need to select the Add Contract Document action multiple times.

You have the option to select up to four template documents and up to four reports for a contract type. When the contract type is assigned to the contract and saved, you may receive a prompt to add contract documents, or you may add them manually by selecting Add Contract Document on the Edit Contract screen. The Add Contract Documents screen opens with the selected document(s) and report(s) already selected. You can then select different documents/reports if appropriate.

See Add Contract Documents and Reports to Contracts for steps to to add contract documents/reports manually using Add Contract Document, with or without a contract type assigned. See Assign Contract Documents to a Contract Type for steps to assign the documents and reports to the contract type so they default when you add/edit a contract. This article does not provide information for creating the template documents or reports.

To select the documents on the Add Contract Documents screen or for a contract type, the documents must already exist in the Event or Account Template Documents screen. To select reports on the Add Contract Documents screen or for a contract type, the reports must already exist in the Report Master screen and on the Contract Reports List.

Add Contract Documents and Reports to Contracts

To add contract documents and reports to a contract using Add Contract Documents:

1. Click the Events link from the Main Menu. The Events screen opens.
2. Select the event with the contract.
3. Right-click and select Edit. The Edit Event screen opens.
4. Select the Contracts tab.
5. Select the contract for the contract documents.
6. Right-click and select Edit. The Edit Contract screen opens.
7. Click the Add button.
8. Select Documents -> Add Contract Document. The Add Contract Document screen opens.
9. If the contract has a contract type assigned with documents and/or reports selected, those documents default into the Document and Report fields. If the contract does not have a contract type assigned or the contract type does not have documents and/or reports selected, there is a blank Document 1 field and a blank Report 1 field. Select the appropriate document/report from each field.
10. Check the Send Via Email box to attach the document(s)/report(s) to an email and send them.
11. Click OK. The selected document(s) open for editing.
12. Save and close the document(s) after making any edits. The applicable report prompt(s) open.
13. Select the appropriate options on the report prompt(s).
14. Click OK or Run Report. The Report Viewer screen opens where you can export, save, print or attach the report to an email. Reports only save to the Contract folder when emailed from the Add Contract Documents screen or using the Save To button on the Report Viewer.
15. Close the Report Viewer screen(s). If applicable, the Email screen opens with the documents and reports in the Attachments section and the contract account email address defaulted into the To field.
16. Change and/or select additional recipients.
17. Click Send. The email and attached document(s)/report(s) are saved in the Documents tab for the contract but do not open for editing before saving.

Assign Contract Documents to a Contract Type

1. Click the Contract Types link from the Main Menu. The Contract Types screen opens.
2. Select the contract type for the contract documents.
3. Right-click and select Edit. The Edit Contract Type screen opens.
4. Select the document to add from the Document 1 drop-down.  
5. Select additional documents from the Document 2, 3 and 4 drop-downs if needed.
6. Select the report to add from the Report 1 drop-down.
7. Select additional reports from the Report 2, 3 and 4 drop-downs if needed.
8. Click OK.