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Contracts Module Overview in Prism

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Creating and Managing Contracts in Prism

Prism's Contracts Module provides comprehensive contract management with enhanced service categorization, bulk actions, and advanced filtering capabilities. You can now create detailed contracts with multiple service categories and granular service types, making contract tracking more precise and manageable.

Getting Started with Contracts

Accessing the Contracts Module

  • Navigate to the Contracts section in Prism.
  • Note: Contract permissions can be enabled or disabled for contract management and visibility based on user roles.
  • Contact your sales or support team if you need access to the Contracts module.

Creating a New Contract

Step-by-Step Contract Creation

1. Start Contract Creation

  • Click the blue "Create Contract" button in the Contracts module.

2. Basic Contract Information

  • Contract Name: Enter a descriptive name (vendor-based or technical).
  • Company: Select the vendor company from your existing vendor list.
  • Properties: Choose which properties this contract will cover.
  • Add contract dates, terms, and other required information.

3. Enhanced Service Configuration

  • Multiple Service Categories: Select all relevant service categories for this contract (e.g., HVAC, Security, Cleaning).
  • Granular Service Types (Required): 
    • Choose specific service types such as:
      • Elevator maintenance
      • Window cleaning
      • Air duct cleaning
      • Security system installation
  • Contract Tags: Add tags to help filter and search for contracts later.

4. Contract Validation and Saving

  • Required: You must select at least one service type for each service category chosen.
  • The system validates that service categories match their selected service types.
  • Click Save to create your contract.

Managing Existing Contracts

Grid View Customization

  • Add/Remove Columns: Customize the grid view to show relevant contract information.
  • Quick Filters: Use property and end date filters at the top of the grid.
  • Search Functionality: Find contracts by keyword, phrase, or contract ID using the search bar.
  • Custom Fields: View, filter, and export custom fields from contract templates directly in the grid.

Advanced Filtering Options

  • Use column-specific filters within the grid for detailed searches.
  • Apply custom field filters for more targeted results.
  • Filter by properties, end dates, service categories, or contract status.

Bulk Actions for Efficiency

Selecting Multiple Contracts:

  • Use checkboxes to select multiple contracts.
  • Click the bulk action button to perform actions on selected contracts.

Available Bulk Actions:

  • Attach to Entities: Link selected contracts to properties or vendors.
  • Export All Attachments: Download all attachments from selected contracts in a single ZIP file, saving time and maintaining document organization.

Import and Export Capabilities

Exporting Contracts

  • Click the action dropdown menu.
  • Choose "Export All Columns" or "Export Visible Columns".
  • Export includes service categories, service types, and custom fields.
  • Bulk Export Attachments: Export all attachments from multiple contracts simultaneously.
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Importing Contracts

  • Select "Import Contracts" from the action dropdown menu.
  • Import contracts with specific service categories and subservices directly into Prism.
  • Supports bulk contract creation with detailed service type specifications.

Key Features and Enhancements

Enhanced Contract IDs

  • Prism Contract IDs: Transition from UUIDs to intuitive Prism Contract IDs for easier reference and consistency across the platform.
  • Improved contract identification and cross-referencing capabilities.

Legacy Contract Support

  • Existing contracts created before enhanced functionality automatically receive the service type "Other".
  • Edit legacy contracts to add more specific service types and categories as needed.

Custom Fields Integration

  • View and filter custom fields directly from the contracts grid.
  • Export custom field data along with standard contract information.
  • Enhanced reporting capabilities through custom field integration.

Best Practices

  • Use Specific Service Types: Choose detailed service types rather than general categories for better tracking.
  • Apply Consistent Tags: Use consistent tagging conventions to improve searchability.
  • Regular Reviews: Periodically update legacy contracts to leverage new categorization features.
  • Bulk Operations: Use bulk actions for efficiency when managing multiple contracts.
  • Custom Fields: Utilize custom fields for organization-specific contract data.

Getting Access

The Contracts module is available through purchase. Contact the Prism sales or support team to add this functionality to your account. Once enabled, you'll have access to comprehensive vendor and tenant contract management capabilities.

 

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