This article provides an overview of the General settings available in the Contract Management module, which are managed by System Administrators. Knowing these settings helps you understand and configure the core behaviors of the module.
Prerequisites
You must be a System Administrator to access and modify these settings.
Access the Contract Management Settings
Follow these steps to navigate to the module's settings:
Navigate to the Contract Management module dashboard. You can access it via the app launcher icon in the menu bar or the navigation tile on your Homepage.
Click on the Manage Module tab in the top right to open the module settings.
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You will land on the Settings - Contract page, which contains three tabs:
General: Contains the module's general settings, which are detailed below.
Lists: Used for managing data lists that populate selectable options on a Contract.
Dashboard Customisation: Used for managing the Contract Management dashboard (including links and downloadable reports).
Ensure you are on the General tab for the settings outlined in this article.
Remember: After making any changes, you must click the Save button at the bottom of the page.
General Settings Details
The General tab contains several categories of settings that drive module behavior and visibility.
Contract Tabs & Contract Registers
This section allows you to manage the top-level contract tabs and the contract registers (the areas where users enter information) at a global level.
| Element | Description |
|---|---|
| Contract Tabs | The various tabs that appear at the top of the page when managing a contract. They can be customised to reflect your organisation's language. |
| Contract Registers | The areas where users enter information on an active contract. Here, you decide which registers are globally available and which contract tab they are grouped under. |
Note: While managing these here is global, you can also manage Contract Registers at a Contract Type level in the Lists settings.
Module Settings
These settings control key behaviors throughout the Contract Management module.
| Setting | Description |
|---|---|
| Head agreement and subcontract enabled | If enabled, users can create Head Agreements and Subcontracts. If disabled, users can only create Standalone contracts. |
| Users can raise adhoc extensions | If enabled, users can add extensions after the initial contract setup. If disabled, extensions can only be added during setup (users can still raise variations to duration). |
| Users can add extension value | If enabled, users can capture a $ value against an extension, which updates the contract value once exercised. |
| Contract upload required | If enabled, users must upload or link to a contract document during setup. (Requires document upload functionality to be enabled in Global Settings) . |
| Automatically update vendor details | If enabled, the vendor name and ABN update automatically on existing contracts if changed on the vendor record. If disabled, these details can only be changed via a novation process. |
| Automatically populate expenditure to date | If enabled, the 'Expenditure to date' field auto-populates with the sum of Purchase Order records created on the contract. If disabled, it is a manual input field. |
| Download RFx documents from sourcing on contract creation | If enabled, allows documents from Go-to-Market (RFx) to be uploaded against the contract record during setup |
Role Configuration
These settings relate to the allocation of contract roles during the initial contract setup.
| Setting | Description |
|---|---|
| Can add custom roles | If enabled, users can free-type custom role names on a contract. If disabled, users can only assign a Contract Manager, Owner, and Sponsor. |
| Users can add and remove roles after setup | If enabled, users can add and remove roles (e.g., Contract Owner, Sponsor) after initial setup. Note: The mandatory Contract Manager role cannot be removed. |
| Can assign non-system users | If enabled, users can free-type names to roles. If disabled, users must select from the existing list of system users. Note: Free-type users are for data-capture only and cannot log in or affect permissions/workflows. |
| Can edit read-only contract details | If set to Everyone, all users with permission to update a contract can change key information in the 'Details' section (e.g., Department, Category). If set to Administrators, only administrators can. |
Approval Settings
These settings are specific to Contract Management and complement your global approval settings.
Note: These settings are only applicable with an Advanced Contract Management license.
| Setting | Description |
|---|---|
| Contract approval required | If enabled, an approval process is required before a new contract can be initiated. |
| Can create custom approval routes | If enabled, users can customise the approvers for their submissions (e.g., a contract variation). If disabled, required approvers are fixed by the global approval settings. |
| Include contract value for variation approval | If enabled, the variation submission value is inclusive of the current contract value. If disabled, the submission value is equal to the variation value only. (Useful for approver delegations) . |
Optional Input Visibility
This section determines which additional fields are visible or hidden during contract setup. If no option is selected, the field is hidden by default.
| Field | Description |
|---|---|
| Vendor on Head Agreements | Enables capturing a single vendor on head agreements, useful where the vendor varies from the subcontracts' vendors. |
| Renewal Complexity |
Enables determining the renewal complexity associated with a contract. |
| Contract Agreement Type |
Enables capturing the agreement type (e.g., internal vs. external agreement). |
| Strategic Rating | Enables determining the strategic importance of a contract and/or supplier. |
| Regions of Service | Enables capturing the regions of service per contract. Can be made mandatory during contract setup. |
| Contract Disclosure Required | Enables capturing whether the contract needs to be disclosed to a public register (Yes/No field). |
| Contract Disclosure Default | If Contract Disclosure Required is visible, sets the default selection during contract setup (Yes, No, or Empty). Users can change the selection. |
Contract Number Generation
This section configures the system-generated contract number format and determines if users can manually input a contract number.
| Option | Description |
|---|---|
| Numbering prefix | Allows free-typing a base prefix for all contracts (e.g., VP). |
| Add current calendar year to prefix |
Adds the current calendar year to the start of the contract number (e.g., 2023).
|
| Add current financial year to prefix | Adds the current financial year to the start of the contract number (e.g., 22/23). |
| Reset count each year / financial year | Resets the sequential number count (which follows the prefix) at the start of the selected year type (calendar or financial). |
| Use a unique count for each contract type |
Sets a unique contract number sequence for each contract type.
|
| Allow users to manually enter a contract number | If enabled, users can choose to auto-generate a number or enter it manually. If disabled, users must use the auto-generated number. |
Dashboard Customisation
The below settings apply to all the module dashboards
Dashboard Settings
Enable function to add new records directly from report tiles on the dashboard: This enables the 'Add New' button on reports on the dashboard, which means there are multiple places from the dashboard where you can add a new contract
Custom Links
This allows you to have custom links at the bottom of the dashboard, these links can point to anything you'd like (i.e. an intranet page) but you can also link to specific reports in the system or documents. You can also control the visibility of who can see these links
Dashboard Reports
This allows you to define which reports are available on the dashboard. This can point to report dashboards, tabular reports or graphs
| Field | Description |
| Report Name | This is the name that will be displayed to the users |
| Enabled | Makes the report visible/invisible |
| Report Type |
This is the type of report you want: Detailed Report: Purpose build report form Export Report: Tabular report (these reports can be configured and customised per client) Visual Report: Charting report (these reports can be configured and customised per client) |
| Has access | Which user group(s) within the system can see and access this report |
| Target form | Which form is this report based off |
| Target Profile | Which report profile to point to (Only applicable for export and visual reports) |
Dashboard Actions
This lets you control which tabs show up at the top of the dashboard
| Setting | Description |
| Action Text | This is the name that will be displayed to the user |
| Has access | Which user group(s) within the system can see and access this tab |
| Action task |
What task does clicking this tab do: Do Nothing: Won't navigate away from the dashboard but will change what shows on the screen New Record: Navigates to a new record screen for the specified form Existing Record: Navigates to an existing record for the specified form and record URL: Navigates to the specified URL |
| Navigation | This will either be the name of a form where Action Type is New Record or Existing Record and will be a URL where Action Type is URL. If Action Type is Existing Record then you need to also specify the ID and View |
What's Next / Related
Learn about Set Up and Enable Custom Reporting Fields.
Find information on managing Manage Contracts Management Lists.
Limits & Notes
Free-type custom roles and non-system users are for data-capture purposes only and do not affect permissions, approval workflows, or targeted system notifications.
The Contract Manager role is mandatory and cannot be removed after setup.
Contract upload functionality must be enabled in the system's Global Settings for the Contract upload required setting to function.