Contracts Quick Start

Purpose

EvergreenWorx Contracts is a configurable software application designed for small businesses with the need for maintaining their company agreements and contracts. Major supported business functions include:

• • Contract agreement tracking and history
  • Approval process categorization, tasking and assignment
  • Contract renewal
  • Company and Contributor tracking on Contracts
  • Document storage and auditing
  • Powerful chart and dashboard-driven business intelligence

EvergreenWorx Contracts is hosted on your organization’s exclusive Microsoft Azure tenant. The Azure tenant, Active Directory security and all data, are fully controlled by your organization. Your IT team has full security administration control. EvergreenWorx can share tenancy with your existing Microsoft platforms, such as Office 365, Teams, SharePoint or Dynamics. It takes advantage of Azure’s SSO security integration, high availability & easy disaster recovery features. EvergreenWorx is designed to easily integrate with other Microsoft technologies.

This document acts as a basic user guide for Contracts system users.

If you have not already installed the Cotnracts application please refer to Getting Started Overview.

Users

Set up individual Users and select the Security Roles that will be applicable to each User.

Standard roles include the following:

• • Admin – this role has advanced ability to modify records, users, and system behavior
  • User – this role provides access to the key functions such as creating, editing, and deleting records
  • Read-Only – a more restrictive role which limits users to viewing records

You can also assign a User to be the Manager (supervisor) for each User, to match your company organizational structure.

Please refer to User Management to review the procedure for setting up Users.

Map Config

To enable the mapping to work correctly, provide the Azure map key and set the initial zoom level. We recommend setting a zoom level value of 2 to start with (this is the default setting; range of acceptable values are 1-9)

Lookup Values

Below is a list of areas where you can configure picklist values for fields. By setting these values you can assist users with consistency and accuracy in data entry.

Contracts

Before working with Contracts, define and set up values for the following fields (note: the following steps will be used when setting up each field):

1. Click on “+New” to create each record, then fill in the required fields and press Save.
2. All created records can be searched for and selected to associate with the appropriate entity:

• • Contract Types: Used to categorize contracts. Some examples of categories include: Master Service Agreements, Leasing Agreements, Product Sales Agreements, etc.

Approval Templates

Before working with Approval Templates, define and set up values for the following fields (note: the following steps will be used when setting up each field):

1. Click on “+New” to create each record, then fill in the required fields and press Save.
2. All created records can be searched for and selected to associate with the appropriate entity:

• • Approval Template Steps: Used to define and sequence the items (steps) that need to be completed for the approval process of a contract. Some examples of these items include: Prepare the Contract, Finalize Contract Language, Add Addendums, etc.

You can now switch back to the Services area to start working with the main section of the application.  You might find the following sequence of setup to be most useful.

Companies

• Define and set up Accounts.
• It may also be useful to set up Contacts for each Account if they are available.

Approval Templates

• Define and set up Approval Templates, for use with Contracts.

Contracts

• Define and set up existing Contracts.

More Knowledge

Now that you have completed the recommended minimum steps to get up and running, you may find the following resources helpful in further using the application.

Click any of the links below to learn more about the features shared across EvergreenWorx applications:

• How to use Dashboards | EvergreenWorx
• Navigating the application | EvergreenWorx
• Timeline | EvergreenWorx
• Activities | EvergreenWorx
• Settings | EvergreenWorx

If you are interested in discovering our other applications, use the following links to get an overview of each of our products:

• Customers | EvergreenWorx
• Employees | EvergreenWorx
• Expenses | EvergreenWorx
• Maintenance | EvergreenWorx