A Contract is a legally-binding document outlining the partnership between your nonprofit and another company, organization, or government. Argenta allows you to store your contracts and their details in one place within the system.
From the Argenta main menu on the left-hand side of the screen, choose My Organization > Our Contracts:
This opens up the list of contracts your organization has added. From here, click the “Add New” button:
This opens the Contract Workspace. You will notice that there are 4 tabs for this workspace. Let's go field-by-field and tab-by-tab:
1. Contract Details tab:
On this tab you will enter the details of your contract. Here you can enter:
- Record Permissions - Set As View Only - Placing a checkmark in this box restricts this
record to view-only access unless the user is the user who created the record,
the user is a master admin, or the user is given specific permission to modify
this record on the Record Permissions tab of this
record. Permissions also work by assigning a department, district and/or
precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Record Permissions - Lock This Record - Placing a checkmark in this box locks this
record so that users cannot view or update the record unless the user is the
user who created the record, the user is a master admin, or the user is given
specific permission to access this record on the Record Permissions tab
of this record. Permissions also work by assigning a department, district
and/or precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Contract Title - Enter a title for your new contract. This is a required field.
- Contract Status - Set a status by choosing one from the drop-down list. Your options are: Unknown/Other or NA, In Negotiation, Letter of Intent, Approved, Signed/Executed, In Revision, Terminated, Closed/Complete, Superseded, Cancelled/Reversed, and Proposed.
- Contract Version - Specify the version number here. If this is the original, unrevised contract, enter “1”.
- Monetary Value ($) - Enter the value of the Contract.
- Our Representative (Team Member) - Select the team member who will be your Contract Administrator by clicking the Lookup
icon and searching for and selecting a team member. The Our Representative field will display the ID for the selected team member and their name will be displayed below. This is a required field. - Second Party (Constituent) - Select the individual responsible for the second party. This individual must first be entered into Argenta as a Constituent. If they are already in the system, click the Lookup icon and search for and select the constituent. If they are not in the system, you can add them by selecting Add New
icon. For help, adding a new constituent, please see our KB article - Add a Constituent. This is a required field. - Chapter - This contact may belong to a specific chapter within your organization and you can assign it to one here. Simply use the drop-down list to select the chapter this contract belongs to.
- Division - This contact may belong to a specific division within your organization and you can assign it to one here. Simply use the drop-down list to select the division this contract belongs to.
- Department - This contact may belong to a specific department within your organization and you can assign it to one here. Simply use the drop-down list to select the department this contract belongs to.
- District - This contact may belong to a specific district and you can assign it to one here. Simply use the drop-down list to select the district this contract belongs to.
- Precinct - This contact may belong to a specific precinct and you can assign it to one here. Simply use the drop-down list to select the precinct this contract belongs to.
- Contract Type - Select a contract type from the drop-down list. You can add a new one by selecting the Add New icon.
- Contract Category - Select a contract category from the drop-down list. You can add a new one by selecting the Add New icon.
- Start/Effective Date - Enter the start date or the effective date for the contract. You can set a date manually or by using the date selector.
- End Date - Enter the contract end date. You can set a date manually or by using the date selector.
- Review Date - Enter a review date for your contract. You can set a date manually or by using the date selector.
- Termination Date - Enter the date of termination for the contract. You can set a date manually or by using the date selector.
- Contract Description - You can enter a contract description in this area.
- Contract Terms - You can enter the contract terms in this area.
- Is an Early Out Allowed? - Select "Yes or No" from the drop-down list.
- Early Out terms - You can specify the early our terms in this area.
- Related Files - You can add an unlimited amount of files to this contract. For help on adding a related file, please see our KB Article - Add Related Files.
- Notes - You can add an unlimited amount of notes to this contract. For help adding notes to the notes section please see our KB Article - Add A Note to the Notes Section.
Please save your changes before moving on to the next tab. Click the "Save All Changes & Continue" button to proceed.
2. Amendments Tab:
The Amendments tab allows you to add and keep track of all the amendments to the contract in one place. To add an amendment simply click the "Add New" button:
This opens the Add A New Contract Amendment screen:
From here you need to enter these details of the amendment:
- Effective Date - Enter the effective date for the amendment here. You can enter a date manually or by using the date selector. This is a required field.
- Status - Select a status from the drop-down list. Your options are: Unknown/Other or N/A, In Negotiation, Letter of Intent, Approved, Signed/Executed, In Revision, Terminated, Closed/Complete, Superseded, Cancelled/Reversed, and Proposed. This is a required field.
- Authorized/Signed By (Team Member) - Select the team member who signed or authorized the amendment by clicking the Lookup
icon and searching for and selecting the individual. This field will display the ID for the selected team member and their name will be displayed below. This is a required field. - Amendment Title - Enter a name for your amendment. This is a required field.
- Reason for Amendment/Description - You can enter a reason for the amendment or a description of it in this area.
- Amendment Terms - You can list the amendment terms in this area.
- Notes - If there are any notes you wish to include, you can list those here.
One you have filled out the details of the amendment, click the "Add This Amendment" button. This will save and close your amendment and you will now see it listed in the Amendment tab.
3. Notifications tab:
You can use this tab to schedule and send automated notification emails to any constituent in your system. Notifications
can be associated to action items in Argenta like Contracts, Grants,
Tasks, etc. You can add, view and update notifications in the workspace
of the record it's associated to. To add a new notification, click the "Add New" button:
This opens the Contract Email Notifications screen:
From here you need to enter these notification details:
- Date & Time To Send - Enter a date and time you want the notification sent. You can manually enter these or use the calendar and time selectors. This is a required field.
- Send to (Constituent) - Use the Lookup icon to search for and select the constituent that you want the notification email to go to. This is a required field.
- Send To Email Address - This field is automatically filled in when you select a constituent. If an email address did not pull in or if you wish to change the email address you can click into this field and edit the address. This is a required field.
- Copy All Selected Team Members - If you would like any of your team members to be copied on the notification, you can select them here. You can select one or as many as needed.
- Subject - Enter the subject for the email notification here. This is a required field.
- Email Body - Here you can enter the body of the email message by clicking the "Edit Email Body" button. This opens the email body so that you can edit the details of the notification message.
Once these details have been entered, click the "Save All & Exit" button. This saves your notification and returns you to the Notifications tab.
4. Record Permissions tab:
This tab controls the record permissions for the Contract.
4. A. View Only Access:
Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.
4. B. Locked Record Access:
Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permissions for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.