Iflexion’s team took up the challenge to create a custom contract management solution. The SharePoint team designed a new system to help employees manage contracts at every stage of the cycle, starting from application submission and ending with contract archiving.
To create a contract, an employee can use a dedicated contract form. The form contains a variety of tabs for users to fill them in with necessary contract details.
- General: to summarize a contract’s attributes, including contract description, contractors, and budget.
- People: to assign employees responsible for a contract.
- Department details: to provide information about a department, including the number of employees, departmental specialization, particular security and environment regulations the department sticks to.
- Schedule: to determine estimated contract timeframes and key milestones.
- Documents: to note related documents.
To ensure seamless enterprise-wide document management, RSS’s SharePoint consultants set up a variety of workflows. Developers used out-of-the-box SharePoint workflows (approval, collect feedback and collect signature) to cover such essential needs as approving a contract, requesting a contract review or a contract signature. Additionally, Rishi Software Services(RSS) developed custom workflows using custom event receivers to enable complex multistage contract management involving multiple employees from different departments.
The new SharePoint DMS also works as a centralized collaboration space for employees to communicate and work on documents within the same interface. Owing to SharePoint co-authoring features, employees now can manage the same document simultaneously and avoid document duplication.