With oboloo contract management, you can store and request documents within contract records. Once a document has been uploaded, someone in your organization can then approve it.
Managing contract documents efficiently ensures that all necessary files are securely stored, easily accessible, and properly tracked. Documents can be uploaded internally by users or requested from suppliers, ensuring contract records remain complete and up to date.
Once uploaded, documents can be reviewed and approved within the contract record, ensuring compliance and proper documentation management.
File types allowed: png, jpg, jpeg, pdf, xls, xlsx, txt, doc, docx, csv, ppt, pptx
File upload size limit: 16MB.
This guide will walk you through the steps to create contract document types, upload internal documents, request documents from suppliers, and approve uploaded documents.
When to Use This Feature
When adding contract-related documents to a contract record for internal tracking and compliance.
When requesting suppliers to upload required documents directly into the contract record.
When monitoring document expiry dates to ensure contracts remain compliant.
When reviewing and approving supplier-uploaded documents before they are officially stored.
When maintaining a complete audit trail of contract-related documents.
Step-by-Step Guide
1. Creating a Contract Document Type
Before uploading or requesting a document, ensure the correct document type exists in the system.
Navigate to the Main Menu and click on Settings.
Select Configurations, then go to the Contract Document Type tab.
Click Add Contract Document Type.
Enter the name of the new document type.
Click Save.
2. Uploading a Contract Document
Navigate to Contract Management and locate the contract record using the search bar or filters.
Click on the Documents tab.
Click Add Document.
Enter a document title and select the document type from the dropdown.
Upload the file from your local device.
📌 Accepted file types: PNG, JPG, JPEG, PDF, XLS, XLSX, TXT, DOC, DOCX, CSV, PPT, PPTX.
📌 File upload size limit: 16MB.
(Optional) Set an expiry date if the document requires renewal. Contract owners will receive a notification when the document is approaching its expiry.
Click Save to finalize the upload.
3. Requesting a Document from a Supplier
In the contract’s Documents tab, click Request Document.
Select the document type.
Choose the supplier contact to send the request to.
If missing, add a contact under Supplier Management > Contact Info.
(Optional) Upload Document for Supplier – attach a file you want the supplier to receive with the request (e.g., a draft contract to sign and re-upload).
Add any Notes/Instructions for context.
(Optional) Click the Add Document To Request button to include multiple requests at once.
Click the Send Document Request button
The supplier will receive an email notification to log in, review any Client Attachment, and upload their response.
4. Approving Supplier-Uploaded Documents
When a supplier uploads a document, the requester and relevant contract owners will receive a notification.
Navigate to the Documents tab in the contract record.
Locate the supplier-uploaded document.
Click Review Document to verify the uploaded file.
If the document is correct, click Approve Document to finalize its inclusion in the contract record.
Key Considerations & Best Practices
✅ Ensure Document Types Are Created in Advance – Having predefined document types prevents unnecessary delays when uploading or requesting documents.
✅ Use Expiry Dates for Tracking – Setting an expiry date ensures contract owners are notified before a document requires renewal.
✅ Request Multiple Documents in One Request – When requesting files from suppliers, use the Request New Document option to streamline the process.
✅ Review & Approve Supplier-Uploaded Documents – Documents uploaded by suppliers must be approved before they are officially stored.
✅ Keep Supplier Contacts Updated – Ensure all relevant supplier contacts are added under Supplier Management so document requests can be sent to the correct recipients.
Additional Resources
📌 Related User Guides:
Automated contract notifications – How to monitor and manage contract renewals.
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.