Keep a contract's documents on its record, either by uploading them yourself or by asking the supplier to upload them. Once a document is uploaded, someone with approval rights reviews and approves it.
Before you start
Add a document type (if you need one)
Open Contract Document Type
Go to Settings > Configurations and open the Contract Document Type tab.
Add the type
Click Add New Contract Document Type, enter the name in Contract Document Type and click Save. The new type is available on every contract.
Upload a document yourself
Open the contract's Documents tab
Go to Contract Management > Contracts, open the contract and click the Documents tab.
Click Add Document
The Add Contract Document window opens.
Enter the details
Document Title (up to 100 characters) and Document Type are required.
Select Document: choose the file.
Document Expiry Date: add one if the document needs renewing. Contract Owners are reminded before it expires.
Click Save
If you didn't add an expiry date, the Upload Document window asks you to confirm. Click Confirm to upload without one.
Request a document from the supplier
Click Request Document
On the contract's Documents tab, click Request Document. The Request Documents From Supplier window opens.
Click Add Document to Request
The Request Contract Document from Supplier form opens.
Fill in the request
Document Title, Document Type and Supplier Contact are required. If the contact isn't listed, use New Supplier Contact.
Upload Document for Supplier (optional): attach a file for the supplier to download, such as a draft to sign and return.
Guidance Notes To Your Supplier (required): tell the supplier what you need. They can see these notes.
Click Request From Supplier
The document is added to the list. Repeat the last two steps for each document you need.
Send the request
Click Send Documentation Request, then click Yes to confirm. The Documents Requested From Supplier message confirms it's been sent.
Review and approve an uploaded document
In the Action column, open the menu and click View or Download to check the file. Then tick the Approve checkbox and confirm. See Approve Contract Documents.
The Documents table explained
Filter the table by Document Type, Status (Approved or Pending) and Archive Status. Use Edit Columns to show hidden columns.
Column | What it shows |
Status | Uploaded Internally, Awaiting upload by supplier or Uploaded by supplier. |
Active Status | Active, or Expired once the expiry date has passed. |
Approve | The approval checkbox. Approved By and Approved Date are hidden by default. |
Requested From | The supplier contact the request was sent to. Hidden by default. |
Resend Request | Sends the request email to the supplier contact again. |
Client Attachment | The file you attached for the supplier, if any. |
Automated Renewal and Being Requested In | Whether and when oboloo will ask the supplier for a replacement. See Automate Supplier and Contract Document Renewals. |
What happens next
Your uploads start as Pending: the other Contract Owners are notified that a document is waiting for approval.
The supplier is emailed: the supplier contact gets an email asking them to log in to the supplier portal and upload the document. See Uploading A Requested Contract Document.
You're told when they upload: Contract Owners get a notification in oboloo and by email when the supplier uploads a document.
Expiry reminders are sent: Contract Owners are reminded 30 and 7 days before the expiry date of any document that isn't archived, whether or not it's approved.
Approval makes it count: only approved documents count as valid on the Contract Compliance page and can be renewed automatically.
Troubleshooting
I can't see the Add Document or Request Document buttons
The buttons are hidden on archived contracts. If they're greyed out, you don't have edit rights on this contract, or it's restricted to its Contract Owners.
The supplier contact I need isn't listed
Use New Supplier Contact in the Supplier Contact dropdown, or add the contact on the supplier record first.
My file won't upload
Check that it's one of the allowed file types and no larger than 16 MB.
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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.