Welcome to the DxContract Walkthrough, showing you DocProcess’s contract lifecycle management solution.
First and foremost, you have to ask your administrator for a username and password.
Then you have to login, using the given credentials.
As a new user with administrative privileges the first thing you should check is user management. Click on the menu from the left.
From here you will be able to create new users and assign them roles. This is vital, as each task is assigned to a certain role.
For this guide, we will be using an administrator account, with all roles enabled. Thus, we will get through the entire flow without switching users.
Now, we will create a new user and see how it would look like in the administration panel. Notice that his or her roles are visible on the right.
Now, let’s get back to the main interface and start the first phase of contract management: the request and creation of a contract.
The creation and negotiation phase of CLM is customized on each client’s use case. For this demo, we’ll use a coffee machine rental company.
Clicking on Contracts, on the left, will show you all contract categories.
Click on Equipment Rentals to see a list of existing contracts. Notice their different stages and expiration dates.
To create a new contract request, you can simply press the button on the right and get to the template page. However, there is an easier way to do it.
Hover over any contract and click on the details button, from the right.
Once inside the contract interface, just click on "Create a new contract request from this one". This will simply duplicate the contract for your use.
You will be able to go through the prefilled contract template and fill in the new data. After you’re done, know that the contract number cannot be edited!
Notice that some fields are standard while others are customized. For example, this type of contract requires a unique Legal representative to be chosen.
Once you click on Create, you will notice your contract in the contracts list with the status "Ongoing Creation".
Now that we have a first draft of the contract, we shall continue to the approval and validation phase.
To continue, go to the Tasks menu from the left side. Notice that a notification icon has suddenly appeared next to this menu!
You will notice the current task is destined for the Sales department. As we are administrators, we can click on Complete the Request, as if we were Sales.
At this stage, the Sales department can modify the contract price, but also add comments for things such as renewal.
After completing this step, the next task in our task list is destined for Sales Support. Click on Complete the Request.
What Sales Support has to do is update the information on the rented equipment, but also upload an order for it.
Notice that you will have to fill in both fields, using files with the required format. The app does not check the content of each file!
After this step, the next task is again for the Sales department who has to validate if the equipment corresponds to their offer.
Immediately after, the Accounting department will have to make additional files for the equipment and check for its availability.
The next step is meant for the Risk department. They have to check warranties for the equipment. If they do not correspond, they can request new ones.
The Legal department will have to approve the final form of the contract.
But not before thoroughly checking it.
And filling in the partner's fiscal code.
By the way, if you feel lost in the multitude of tasks you have to do, notice that many of them have the task listed above the main screen.
At this point, the contract has been created and internally approved. Now it’s time for your partner to approve it!
Before we send the contract, the partner rating or validation phase must occur. This can follow standard or custom rules.
For this particular flow, a partner is checked only once a year. All further contracts after a validation will skip this check.
The contract is now created, fully validated, and approved. To see its final form, you can download and validate the printable version.
This is how a printable version of contract should look like, containing not just the introduced data, but all contract specific data.
Each company provides its own template, so the final template can look exactly like your standard contracts.
This final task involves either digitally signing the contract or manually signing it and uploading it as an attachment.
For the purpose of this demo, we shall upload a printed version of the contract we've just signed.
This next task is actually a partner task. You'll have to upload the same contract, but signed or digitally signed by your partners.
This next step is a custom step and it refers to a specific rental certificate, AEGRM, used in certain EU countries.
Notice that the custom form allows you to send a prefilled e-mail to the authority that releases such certificates.
Pressing on Request Sent will get you to a menu where you will be able to upload the certificate and its data. Press "Attach to the Contract".
If, after completing a task, the contract does not appear, simply use the Refresh button on the top menu.
And... it's done! Your contract is now Active and you will be able to see it in the Equipment Rental contract list.
This last stage covers what happens to your contract after it has become active.
Over the execution of the contract, the involved parties can receive notifications for preestablished milestones.
If you want to find a specific contract in your list, just use some of the preexisting filters or add extra ones using the More Filters button.
If you'll click on Details again, you'll also notice something extra at the end of the contract.
A fully traceable and compliant audit trail showing what each department added or corrected as well as the timelines of these actions.
Audit trails cannot be deleted or modified after performing a certain task or even after cancelling a contract!
If you do plan to cancel a contract, you can do so at any time as long as you have administrator rights. As a simple user, you can do so only before signing.
Even so, the audit trail and contract will not be deleted from the system!
DxContract automatically stores your executed contract.
However, if you’ve also purchased DxArchive, your contract will be archived automatically at the end of its period and will be legally stored for years to come!
Ahh... and one more thing. You can change between the three available languages by clicking on the User Profile menu.
Thank you, and we hope you liked the demo.