Contract Clauses are pre-configured template statements which can be used to add non standardised information to a contract or venue rental report. The clauses are configured using Note Classes and can be manually added to a contract, or assigned to contract types, to be automatically added to the contract when a contract type is assigned.
For more information about assigning a contract clause to a contract or contract type, see Contract Clauses or Contract Types.
In this article:
- Add a Contract Clause Note Class
- Edit a Contract Clause Note Class
- Retire a Contract Clause Note Class
- Unretire a Contract Clause Note Class
- Delete a Contract Clause Note Class
Add a Contract Clause Note Class
- Navigate to Note Classes. The Note Classes page opens.
- Click Add. The Add Note Class window opens.
- Enter the necessary information:
- Description: Description for the note class. Defaults into the Title field of the Clause note when adding a new clause.
- Code: Unique alphanumeric code up to 6 characters.
- Automatic Use Only: Leave unchecked for contract clauses. If checked, the note class is used for system generated notes and not available for selection in the Note Class drop-down.
- Reminder: Leave unchecked. Not used for contract clauses.
- Prompt: Leave unchecked. Not used for contract clauses.
- Retire: If checked, the clause is not available for selection in the drop-down on the Add Contract Clause window. Used to retire old Contact Clause Note Classes.
- Default Font Size: Default font size for the clause. If there is no font size specified, the system uses the font size selected on the Default Font for Note Text field in the Organization Configuration window.
- Default Font Family: Default font for notes of the clause. If there is no font family selected, the system uses the font family selected on the Default Font for Note Text field in the Organization Configuration window.
- Recipient List: Leave blank. Not used for contract clauses.
- Sensitivity: Default sensitivity when a new clause is added. Only clauses with Public and External sensitivities will display on Venue Rental Reports.
- Category: Category for the clause.
- Select the Note Template tab.
- Enter the Title and Text for the clause. When adding the clause to the contract using Add Contract Clause, the title and text default to the details created in the note class. If Title is left empty, it defaults to the Note Class Description when added to the contract.
You can use Plain Text or Rich Text for additional formatting options.
- Select the Advanced tab.
- Check the Use for Contract Clauses check box. If you want the note class to display only for contract clauses, uncheck the other options.
- Click OK. The Contract Clause Note Class is saved and ready to be assign to a contract or contract type. See Contract Clauses for more information.
Edit a Contract Clause Note Class
Contract Clause Note Classes can be edited. When a note class is edited, historical versions of the note class will not be recorded in the system. If you would like to keep a record of historical note classes, it is best practice to retire the old note class and add a new note class. When adding a new, replacement contract clause note class, remember to update any Contract Types which include the note class that has been replaced.
To edit a contract clause note class:
- Navigate to Note Classes. The Note Classes page opens.
- Find the note class you would like to edit.
- Right click on the note class and select Edit. The Edit Note Class window opens.
- Edit the necessary fields.
- When you have finished making changes, click OK. The note class changes are saved and will show on any new contracts created in the future.
Retire a Contract Clause Note Class
Contract clause note classes can be retired. When retiring a note class, it will no longer be available for selection on the Contract Clauses tab in the Add/Edit Contract window. The benefit of retiring rather than deleting a note class is to keep a historical record of information included. Retired note classes can also be made active again, if they become relevant again in the future.
To retire a contract clause note class:
- Navigate to Note Classes. The Note Classes page opens.
- Find the note class you would like to retire.
- Right click on the note class and select Edit. The Edit Note Class window opens.
- In the Retire field dropdown, select Inactive.
- Click OK. The note class is retired and is no longer available as a contract clause note class on any contract reports created in the future.
Unretire a Contract Clause Note Class
To unretire a contract clause note class:
- Navigate to Note Classes. The Note Classes page opens.
- Find the note class you would like to unretire.
- Right click on the note class and select Edit. The Edit Note Class window opens.
- In the Retire field dropdown, select Active.
- Click OK. The note class is made active and will be available as a contract clause note class.
Delete a Contract Clause Note Class
Once a note class has been deleted, the record is permanently deleted and cannot be reinstated.
To delete a contract clause note class:
- Navigate to Note Classes. The Note Classes page opens.
- Find the note class you would like to delete.
- Right click on the note class and select Delete. A red warning icon will show to the left of the line selected.
- Click Save. The note class is deleted.
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