SugarCRM SupportDocumentationSugar Versions8.08.0 ProfessionalSugar Professional 8.0 Application GuideContracts

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 Contracts 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. 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
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 Contracts

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this Working With Contracts section describe Contracts-specific behaviors and functionality. 

Content Link Description
Creating Contracts
    Basic Contract Creation
    Creating via Quick Create
    Creating via Subpanels
    Creating via Duplication
    Importing Contracts

The Creating Records section covers the various methods of creating new contract records, including via the Create button in the Contracts module, the Quick Create menu on the upper right of every Sugar page, via the Contracts subpanel on related module records, duplication of an existing contract record, and importing a list of contracts into Sugar using a .csv spreadsheet.

Viewing Contracts
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Dashlets
    Viewing via Activity Streams
    Viewing via Preview
    Viewing via Reports

The Viewing Records section describes the various methods of viewing contract records, including via the Contracts list view and record view, the Recently Viewed menu in the Contracts module tab, list view dashlets showing contract information, activity stream entries concerning contract updates or where a user mentions a contract, previewing contracts in the right hand side panel, and reports displaying contract data.

Searching for Contracts
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating contracts: global search, which searches across all Sugar modules, and list view search, which searches and filters within the Contracts module.
Contracts List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Contracts
    Activity Stream
    Dashboards
The List View section walks through the many elements of the Contracts List View layout which contains a filterable list of all contract records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Contracts list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page.
Contracts Record View
    Favorite Designation
    Following Designation
    Next or Previous Record
    Actions Menu
    Show More
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Activity Stream
    Dashboards
The Record View section walks through the many elements of the Contracts Record View layout which contains detailed information about a single contract record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Contracts record view are described in the Record View Actions Menu section of this page.  

Editing Contracts
    Editing Inline via Record View
    Editing via Record View
    Editing Inline via Subpanels
    Editing Inline via List View
    Mass Editing via List View
    Editing Fields

The Editing Records section describes the various methods of editing existing contract records, including inline via the Contracts record view, in full edit mode on the record view, inline via the Contracts subpanel on related module records, inline via the Contracts list view, and via the Mass Update option on the list view. The Editing Fields section provides instructions for modifying the different field types available in Sugar records.
Deleting Contracts
    Deleting via Record View
    Deleting via List View
    Mass Deleting via List View
The Deleting Records section describes the various methods of deleting unwanted contracts, including via the Contracts record view, an individual record's Actions menu on the Contracts list view, and the Mass Actions menu on the list view.
Exporting Contracts The Exporting Records section provides an introduction to the export functionality which allows you to download a list of contracts and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Recalculating Calculated Values The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update calculated field values in the module if the administrator has changed the field's formula via Admin > Studio.
Finding Duplicate Contracts The Finding Duplicate Records section provides instructions for locating duplicate contract records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.
Merging Contracts
    Merging via List View
The Merging Records section provides instructions for merging duplicate contracts which will combine field values and related records into a single contract.
Viewing Contract Audit Logs The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the contract's audited fields.
Contract PDFs
    Downloading Contract PDFs
    Emailing Contract PDFs
The Record PDFs section provides instructions for these record view options which allow you to download or email .pdf files of contract information as configured by an administrator via Admin > PDF Manager.
Favoriting Contracts
    Favoriting via List View
    Favoriting via Record View
    Favoriting via Subpanel
The Favoriting Records section describes the various methods of marking contracts as favorites, including via the Contracts list view, Contracts record view, or any Contracts subpanel appearing on the record view of a related module. Favoriting a contract allows you to easily access it from list views, dashlets, or the Contracts module tab.
Following Contracts
    Following via List View
    Following via Record View
The Following Records section describes the various methods of marking contracts as "Following", including via the Contracts list view and record view. Following a contract causes its activity stream updates to be included on your Home page and Contracts list view activity streams so that you can easily keep up with changes and user posts on the record.
Sharing Contracts The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the contract record. If the recipient is logged into Sugar, clicking the link will bring them directly to the contract's record view.

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. 
711-rv-actions

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: 2019-08-12 18:40:50