Contract Management Program

Fusion Solution provides Contract Management (Contract Management) programs according to Microsoft Gold Partner standards and CMMi 3 for organizations that require a contract storage system with integrated management features that are provided on the cloud Microsoft 365 in the most convenient and cost-effective way.

Contract management in current agencies has found that many agencies have problems in this area, such as wanting to be warned when the contract is nearing expiration, managing the sending of documents for consideration to renew, searching for contract information, which found that storage is in the form of a File Server that only stores scans without any other related management, and the contract management system generally uses Excel to create a document registry.

In many cases, an Excel-based registration system does not meet all the requirements of contract management. For example, the notification process cannot be managed in Excel, the document status check process cannot be performed, and there is no automatic status update system.

Therefore, contract document management has become increasingly demanding to address the challenges of contract management services. We have separated the status of contract documents into 4 stages to enable clear development of each section.

• • Draft Contract
  • Contract Storage Documents ready for signature
  • E-Signature Signing documents through the E-Signature system (Fusion has a system called Veracity)
  • Sign Contract Storage Documents that have been signed and stored

Draft Contract

This is the beginning of document creation. It's a time when things seem disorganized, but we all want order. Where do we start in organizing? I suggest that before we start document creation, we have a starting point: creating a storage area.

From the diagram, start by drafting the words of a new contract, which the system will automatically create in SharePoint a New Folder with the contract number and create a memo document with details of that Folder. Two folders will be created: New Contract Noxxx, which will be the area for documents ready to be sent and signed, and Draft Folder, which is the area for storing documents that are currently being edited.

After the folder is created, we will start creating the contract document. The document itself is separated into two formats: the draft document, which we will create a system that can retrieve the document template for use according to the diagram. The system will move the document to the folder waiting to be signed. We will not be able to edit the document that has been sent to this folder directly.

But you have to go through the system to edit it.

In addition to the pre-drafted contract documents, there are also other types of documents that are created on an ad hoc basis and require editing. A meeting is held to discuss these documents, so we need to create a dedicated editing area. This area doesn't have a workflow to control editing. However, there's a key condition: when it's finalized, someone on the team must click "Request Approval" and move the document to the signature-waiting area.

For documents waiting in the Folder waiting for signature, they must be forwarded to the E-Signature Veracity system for subsequent signatures.

คุณสมบัติโปรแกรมกับระบบจัดเก็บเอกสารทั่วไป

• • ออกแบบมาสำหรับจัดเก็บเอกสารสัญญา หรือ เอกสารสำคัญ โดยเฉพาะ
  • มีระบบเตือน เมื่อถึงช่วงเวลาที่กำหนด
  • มี Work Flow จัดการเอกสารสัญญา ( สามารถ config เพิ่มเติมได้เองด้วย Power Automate )
  • There is a log system that records every movement.
  • Can be opened via mobile
  • The system is highly stable, guaranteed to be 99.9999% (according to Office365 SLA).
  • You can control the document version and can set the number of versions as desired.
  • Check the document viewers
  • It is cheaper than other Document Management Software and has specially developed functions.
  • Can be used in conjunction with a Digital Signature to verify the authenticity of a document and prevent alteration (legally binding).
  • Verify contract documents with imported version control system.
  • Independent notification system for users that can be configured by themselves.
  • Automatic document transfer system when the specified conditions are met

Contract Management Program Features

• • Contract document management system from contract creation, contract editing, contract termination, contract extension
  • The system can control the various stages of the contract throughout its life, where actions must be taken on the contract, by keeping a log of events including the names of the actors and the time period.
  • Validate Field before summit login document
  • Contract administrators can know the status of the contract, whether it is active or in the process of being revised, and the current stage of the process being revised.
  • You can check whether the various supporting documents for the contract are complete or not.
  • A system for storing individual comments that need to be considered
  • The system warns you before the contract expires. You can set reminders as appropriate.
  • The system runs on Office 365 (SharePoint), making the contract management system highly reliable.
  • E-mail notification system when the specified conditions are reached
  • The Workflow system can be set to an approval path or to an open path for submission for approval.
  • Option to link data and report to Power BI
  • Document storage system separate from File Server

Problems with complicated contracts

What types of contracts and documents are suitable for M-Contract?

Contract management system is suitable for contracts with a clear control period and multiple approval steps and a large number of supporting documents such as:

• • Maintenance contract
  • Franchise contract
  • Sales contract
  • Employment contract
  • Construction contract
  • Lease contract or other

Contract management system development System highlights

• • The contract management system is developed on SharePoint Online, making the system usage cost cheaper than using other apps.
  • Users do not need to purchase hardware or complicated licenses.
  • No server administrator required
  • The system can be expanded without limitations.
  • The system is highly flexible and can be used with any business.
  • The filing cabinet system can be connected to a local server permanent storage system.

Design Solution Contract Management

Questions about contract management system

• • Is the system only available on SharePoint Online?
    • • Yes, the contract management program is developed for use on online systems only.
  • Can this system be used with ISO documents?
    • • No, if you want to use ISO, the company offers SharePoint Document Library, which will better meet your needs.
  • Can the system be applied to multiple contract types?
    • • Yes, it can be used. No restrictions on contract type.
  • What types of information can the system search for?
    • • There is a data entry system.
      • Full Text Search
      • Data grouping system according to desired view
      • Set View System for each User Group

Related Articles

• • ระบบเซ็นต์เอกสารอิเล็กทรอนิก ( Digital Signature )
  • DocuSign