Knowledge Base Article

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: 

On this tab you will enter the details of your contract. Here you can enter:

1. 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.
2. 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.
3. Contract Title - Enter a title for your new contract. This is a required field.
4. 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or NA, In Negotiation, Letter of Intent, Approved, Signed/Executed, In Revision, Terminated, Closed/Complete, Superseded, Cancelled/Reversed, and Proposed. 
5. Contract Version - Specify the version number here. If this is the original, unrevised contract, enter “1”.
6. Monetary Value ($) - Enter the value of the Contract.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.
13. 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.
14. Contract Type - Select a contract type from the drop-down list. You can add a new one by selecting the Add New  icon.
15. Contract Category - Select a contract category from the drop-down list. You can add a new  one by selecting the Add  New  icon.
16. 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.
17. End Date - Enter the contract end date. You can set a date manually or by using the date selector.
18. Review Date - Enter a review date for your contract. You can set a date manually or by using the date selector.
19. Termination Date - Enter the date of termination for the contract. You can set a date manually or by using the date selector.
20. Contract Description - You can enter a contract description in this area.
21. Contract Terms - You can enter the contract terms in this area.
22. Is an Early Out Allowed? - Select "Yes or No" from the drop-down list.
23. Early Out terms - You can specify the early our terms in this area.
24. 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.
25. 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.

1. 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.
2. 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.
3. 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.
4. Amendment Title - Enter a name for your amendment. This is a required field.
5. Reason for Amendment/Description - You can enter a reason for the amendment or a description of it in this area.
6. Amendment Terms - You can list the amendment terms in this area.