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 contracts
New contract can be created by hitting the orange ADD NEW -icon in top part of the Contracts list view. This will open the single contract view.
2.2 Sharing
Sharing section shows the Owner company and Shared with -company, in the other words, Contract parties (the Customer and the supplier). Sharing authorizes this specific contract to be visible only to these companies and all of their users.
- Owner company = the contract owner company, a company that creates a contract, usually the buyer company.
- Shared with = the company that the contract is being done with, usually the supplier company.
2.3 Status
Contract status shows in which phase or the validity this contract is, is it in progress (Draft) and valid (Valid) or done and expired (Outdated (Archived)). Contract can also be cancelled by moving it to Cancelled status.
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, contract category, description, contract date, validity period.
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, Company name and contact person can be typed to respective text fields within the Basic info section.
2.5 Users
Jakamo users related to the Contract item are presented in the Users section. Jakamo users can be assigned to be a responsible users of any existing item in Jakamo. 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 Author or Shared with -company. LIMIT ACCESS TO THESE PERSONS limits the visibility of the persons to this. The limitation applies also to company_admin roles. Due to security reasons, Jakamo staff activates/deactivates the limitation possibility for the contracts app. If you would like to do this, contact support@thejakamo.com. See more about the Author and responsible users from Application functionalities page.
If you receive this error, your access might be limited by someone else in your company
2.6 Signatories
This section is used to point out, which users are going to sign the contract. There can be as many as needed, fields being 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.
One way for effective use of Jakamo Contracts is to add a task for each contract process step. Users from the company the contract is shared with can perform tasks and for instance set different statuses (In progress, ready for review, completed etc.) for each task.
This way both parties, the Author person or other users from the author company and the users from the company can follow and stay up to date about the progress made in Contract process.
2.9 Files
Contracts can contain different kinds of files as an attachment. This is useful when sending back and forth the documents as the contract process evolves. Both owner and shared with companies 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 on the Application functionalities page.
2.10 Submitting 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 singel contract view.
3. Receiving a contract in Jakamo
Typically supplier companies are receiving the contracts in Jakamo by customer companies. When your company receives Contract item from your partnership company in Jakamo, users within your company can edit and hence response to contract in Jakamo, except it is limited to certain perosn.
Sections the users from the company an contract is shared with can edit or add, are:
- Responsible user in Users section
- Tags You can learn more about tags from here
- Tasks Users from the companies the contract is shared with can edit Responsible user, Deadline, Time estimate and Status columns for each task, if the Author user has not prohibited editing from the other companies. You can learn more about tasks from here
- Files Users from the companies the contract is shared with can add new files and delete files they have added. Users from the Owner company can also delete the files that users from other companies have added. You can learn more about files from here
- Discussion Users from both parties 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.