Add a contract record to track an agreement with a supplier, including its dates, value and categories. This guide covers the Add Contract drawer; you can add more detail on the record afterwards.
Before you start
Add a contract
Open the Add Contract drawer
Go to Contract Management > Contracts and click Add New Contract. The Add Contract drawer opens on the right.
Fill in the required fields
Contract Title (up to 100 characters)
Supplier
Category: choose one or more
Start Date
Add any other details
Field | What to enter |
Contract Reference # | Your reference. It must be unique across your contracts. |
Contract Type | The type of agreement, from your configured list. |
Location and Department | One or more of each. Every location must be linked to a selected department; any that aren't are marked in red, and you can't save until you remove them. |
Sub-Category | Only sub-categories of the categories you've chosen are listed. |
End Date | Can't be before the start date. It drives the automatic expiry reminders. |
Notice Period Date | The last date to give notice. It must fall between the start and end dates. |
Currency and Estimated Total Contract Value | The value must be a number. |
Contract Description | A short summary of what the contract covers. |
Add any missing dropdown values
If a value isn't listed, use the option at the top of the dropdown to add it without leaving the drawer:
New Supplier: needs create access to Suppliers.
New Location, New Department and New Currency: need create access to Locations, Departments and Currency.
New Contract Type, New Category and New Sub Category: need create access to Configurations.
Decide whether the contract needs approval
To have someone approve the contract before it becomes active, switch on Does this contract need to be approved? and choose an Approver. See Request Approval and Approve or Reject a Contract.
Set Record Access
Choose No restriction, Only owners can edit or Only owners can view and edit. See Record Access – Restricting Individual Records.
Click Add Contract
If you haven't entered an End Date, the No Contract End Date Entered window asks you to confirm. Click Confirm to create the contract anyway, or Cancel to go back and add one.
Choose whether to open the contract
In Go to Contract?, click Yes to open the new record and complete the other fields, or No to stay on the Contracts page.
What happens next
You become a Contract Owner: the creator is added as an owner automatically, so you receive the contract's notifications. You can add more owners on the record. See Contract Owners.
The contract is Active or Unapproved: without approval it's active straight away. With approval it's Unapproved until the approver approves it, and the approver is notified.
Automatic reminders start: active contracts get reminders before the end date and the notice period date. Without an end date there are no expiry reminders, so consider a custom notification.
You can add more detail: financials, termination and extension terms, documents and owners are all on the record. See View and Edit a Contract Record.
Troubleshooting
I can't see the Add New Contract button
Your role doesn't have create access to Contracts. Ask your administrator to update your role.
The Add Contract button is greyed out
One or more of your locations isn't linked to a selected department. Remove the locations marked in red, or add their department.
The contract won't save because of the reference
Contract Reference # must be unique. Another contract already uses that reference, so enter a different one or leave it blank.
I can't see the New Supplier (or another New…) option
Each quick-add option only appears if your role can create that kind of value. Ask your administrator, or have someone add the value first.
Related articles
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.