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Contracts

Overview

Sugar's Contracts module consists of individual business arrangements your organization has with vendors, customers, or association. There are various ways you can create contracts in Sugar such as via the Contracts module, importing contracts, duplication, etc. Once the contract record is created, you can view and edit information pertaining to the contract via the Contracts module. Each contract record may then relate to other Sugar records such as opportunities, documents, quotes, and many others. This documentation will cover the basics of the Contracts module as well as the various options available in performing the actions related to the module. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting contract records, please refer to the Working With Sugar Modules section of this page.

Please note that you will only be able to see contract records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.

Note: By default, the Contracts module is hidden in Sugar and the system administrator must enable the module via Admin > Display Modules and Subpanels. For more information on displaying modules in Sugar, please refer to the Developer Tools documentation in the Administration Guide.

Contract Fields

The Contracts module contains a number of stock fields which come out-of-the-box with Sugar. For information on using and and editing various field types, refer to the User Interface documentation. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Account Name The account to which the contract belongs
Assigned To The Sugar user assigned to the contract
Comment Log A shared log of messages, comments, or other text, including the name of the user that added the log entry and the date and time it was added. It is possible to tag other users and link to other Sugar records in Comment Log entries by inserting a clickable pill; see the User Interface documentation for more details.
Company Signed Date Date on which your organization signed the contract
Contract Name The name or designation of the contract
Contract Term Calculation of days between the start and end date of the contract
Contract Value The value of the contract for the specified currency
Customer Signed Date Date on which the account signed this contract
Date Created The date the contract record was created
Date Modified The date the contract record was last modified
Description A description or other information about the contract
End Date Date on which this contract expires
Expiration Notice Date and time to send a reminder to the assigned user indicating that this contract will expire shortly
Note: Assignment notifications must be turned on and the "Process Workflow Tasks" scheduler must be running.
Opportunity Name The opportunity if any, from which the contract originated or is related to
Reference Code The internal designation used to refer to this contract
Start Date Date on which this contract takes effect
Status The current status of the contract (e.g. Not Started, In Progress, Signed)
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the contract record
Type Name The contract type assigned to the record 
Note: Contract types can be created and managed via Admin > Contract Types.

Working With Sugar Modules

While the Contracts module has some features that only apply to contracts, it also uses the Sidecar user interface that most Sugar modules are based on. In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to contracts.

General Instructions for Working With Sugar Modules Contracts-Specific Instructions
Use the links below to navigate to the User Interface page which covers topics generic to many Sugar modules. When Contracts-specific help exists for each topic, use the links below to navigate to sections of the current page.
Creating Records  
Viewing Records  
Searching for Records  
List View List View Mass Actions Menu
List View Record Actions Menu
Record View Record View Actions Menu
Intelligence Pane  
Editing Records  
Deleting Records  
Exporting Records  
Recalculating Calculated Values  
Finding Duplicate Records  
Merging Records  
Viewing Record Audit Logs  
Record PDFs  
Favoriting Records  
Following Records  
Sharing Records  

Contract Menus

The Contracts module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Contracts-specific functionality, within this page.

Module Tab Menus

The Contracts module tab is typically located under the More tab on the navigation bar at the top of any Sugar screen. Sugar normally displays the top six modules shown in the Display Modules list of your user preferences with the remaining displayed modules grouped under the More tab. For more information on displayed modules for the navigation bar, please refer to the Layout Options section of the Getting Started documentation.

Note: By default, the Contracts module is hidden in Sugar and the system administrator must enable the module via Admin > Display Modules and Subpanels. For more information on displaying modules in Sugar, please refer to the Developer Tools documentation in the Administration Guide.

Click the tab to access the Contracts list view. You may also click the triangle in the Contracts module tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important operations within the module. The Recently Viewed menu displays the list of contracts you most recently viewed. The Favorites menu displays the list of contracts you most recently marked as favorites.
711-contracts-menu
The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Create Contract Opens the record view layout to create a new contract
View Contracts Opens the list view layout to search and display contracts
Import Contracts Opens the import wizard to create or update contracts using external data

If you do not see the Contracts module tab in Sugar, please check the following:

  • By default, the Contracts module is hidden in Sugar and the system administrator must enable the module via Admin > Display Modules and Subpanels. For more information on displaying modules in Sugar, please refer to the Developer Tools documentation in the Administration Guide.
  • The Contracts module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Contracts module in the Hide Modules list, simply move it to the Display Modules list and save. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Contracts module for your entire Sugar instance. Reach out to your Sugar administrator to have the Contracts module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration guide. 

List View Menus

The Contracts list view displays all contract records and allows for searching and filtering to locate specific contracts. You can view the basic details of each record within the field columns of the list view or click on a contract's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual contract records or click the checkbox in the list header to select all records displayed on the current set of list view results.
711-mass-actions 

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more contracts at a time
Recalculate Values (Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio  
Merge Merge two or more duplicate contracts
Delete Delete one or more contracts at a time
Export Export one or more contracts to a CSV file

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual contract directly from the list view. 
711-lv-actions

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this contract in the intelligence pane
Edit Edit this contract
Follow Follow this contract
Delete Delete this contract

Record View Actions Menu

The Contracts record view displays a single contract in full detail including its fields, subpanels of related records, and activity stream. To access a contract's record view, simply click a hyperlinked contract name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record. 
RecordViewActionsMenu

The Actions menu allows you to perform the following operations: 

Menu Item Description
Edit Edit this contract record.
Share Share a link to this contract via email.

Note: To send emails through Sugar, users must first configure a default user email account via Emails > Email Settings

Download PDF

Download the record's information as a PDF file.

  • This menu option is only visible if the administrator has created a PDF template for the Contracts module via Admin > PDF Manager.
  • Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates. 
Email PDF

Email the record's information as a PDF attachment.

  • This menu option is only visible if the administrator has created a PDF template for the Contracts module via Admin > PDF Manager.
  • Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates. 

Note: To send emails through Sugar, users must first configure a default user email account via Emails > Email Settings

Find Duplicates Locate potential duplicates of this contract record.
Copy Duplicate this record to create a new contract.
View Audit Log View a record of changes to this contract record.
Delete Delete this contract.

Last modified: 2020-02-20 21:22:26