Contracts
Jakamo Contracts app can be used for managing contracts in your supplier network. Typical examples are frame agreements, General Contracts, NDAs etc. Contracts app does not support integrations at the moment, so both contract parties, always use the Jakamo web user interface.
Jakamo Contracts App is found under the APPS from the left navigation bar. Contract App is available for all Jakamo users despite of whether it is in active use with some of the business partners or not.
Tasks can be utilized for outlining the contract process. Learn more about the tasks in contracts.
1. Contracts list view
The Contracts list view displays all the Contracts your company has sent and received. Note the separate sent and received tabs under the filters. The list view gives basic information about the Contracts. Each row represents a single Contract. It’s possible to filter and sort the list view, for example, by Contract statuses. The filtering options and search feature helps the user to find a specific Contract. Contract app also allows to hide contract details from their users but they will still be visible in the list view.
Check that you are in the correct tab sent or received on the Contract list view to find contracts you have sent or received!
2. Contracts in Jakamo
2.1 Creating a new contract
New contract can be created by hitting the orange ADD NEW icon in top part of the Contracts list view. This will open the contract item view.
2.2 Sharing
Sharing section shows the Owner and Shared with companies, in the other words, contract parties. Sharing authorizes this specific contract to be visible only to these companies and all of their users in Jakamo.
- Owner company: refers to the company that creates the contract, typically the buyer or purchasing company.
- Share with: refers to the company involved in the contract, usually the supplier or service provider.
Contracts can be conducted also to companies that do not yet have a company account or business relations with your company in Jakamo. In those occasions, share contract internally and name it respectively.
2.3 Status
The contract status indicates its current phase and validity. It shows whether the contract is in progress (Draft), active (Valid), or completed and no longer valid (Outdated, Archived). Additionally, a contract can be cancelled by changing its status to Cancelled.
2.4 Basic info
Basic info consists of all the necessary basic information about the contract. Basic info can be referred as title level information, including the title, pre-defined contract category, description, contract date, and validity period.
When setting the Valid to date for a contract, please note that there are no automatic expiration reminders. You can easily track the contracts' validity from the list view in the Contract app, where expired dates are highlighted in red.
2.5 Users
Jakamo users related to the Contract item are presented in the Users section. The creator of the Contract item is an Author user of the item. One or more responsible users can be set to the item from Owner or Shared with -company. See more about the author and responsible users from Application functionalities page.
2.5.1 Limit contract item access
The Limit access to these persons option in the Users restricts the visibility of the contract item to only the author and the assigned responsible persons. This limitation also applies to company admin roles.
To access this item, the author or any responsible person of the item from the owner company must add the user as one of the responsible users. If a user tries to access a specific contract item with limited visibility, they will receive an error message:
Due to security reasons, Jakamo staff activates and deactivates the limitation possibility. If you would like have this restriction on, contact Jakamo support.
2.6 Signatories
This section identifies the users who will or have sign the contract. You can add as many signatories as needed, with fields for their title, name, email, and company.
2.7 Tags
Tags can be used to categorize contracts in Jakamo in a customized way. See more about how to use tags on the Jakamo item. See also how to pre-define tags by creating tag groups on Jakamo company settings.
2.8 Tasks
Task can be used to manage and automatically remind users to do different kinds of activities related to the individual contract or other Jakamo item. Tasks are explained more in detail on Application functionalities page.
An effective way to use Jakamo Contracts is to add a task for each step of the contract process. Users from both parties of the contract can perform tasks and for instance set different statuses (In progress, ready for review, completed etc.) to follow up each task. This way both parties can follow and stay up to date about the progress made in contract process.
2.9 Files
Contract can contain different kind of files as an attachment. This is useful when sending back and forth documents as the contract process evolves. Both parties can download and upload files if it is not separately denied by the Author user.
See how to upload or download files and how to use folders to help navigate when having multiple attachments from the Application functionalities page.
2.10 Submitting new contract
When the Author has filled a new Contract as needed, possibly added some tasks, files and tags to it, it can be shared to company(-ies) in the Shared with section by hitting the orange SUBMIT icon from the bottom of the add new contract view.
3. Receiving a contract in Jakamo
Typically, supplier companies receive contracts in Jakamo from customer companies. When your company receives a contract item from a partner company in Jakamo, users within your company can edit and respond to the contract, unless access is restricted to specific individuals.
Receiver company can edit contract as follow:
- Signatories: Receiver can add new signatories.
- Tasks: Receiver can edit responsible user, deadline, time estimate and status columns of each task, but only if the Author user has not prohibited task editing from other companies. Receiver can also create new tasks if appropriate. You can learn more about tasks from here.
- Files: Receiver can add new files and delete files they have added. Users from the Owner company can also delete the files receiver companies have added. You can learn more about files from here.
- Discussion: Users from all parties contract is shared with can always add comments to discussions. You can learn more about discussions from here.
Didn't you find what you were looking for? Send email to Jakamo support (support@thejakamo.com) and we will help you.