Contract Management
The Challenge
Have you ever missed a cancellation period and renewed a contract in an unnoticed way? Finding a contract is often longsome or a contract cannot be found at all? Do you want to make your contract creation securer by using verified templates and clauses? Experience tells us, that contract data are often managed in Excel spreadsheets or data bases related to specific departments. Orders are recorded in the ERP system, employees save documents and e-mails locally or have to add them to the shopping cart manually again and again to place an order. A total overview over the complete contract life cycle is missing. Negotiations are done via e-mail. In case of dispute, it is difficult to fast present the contract legally signed by both contracting parties.
As all tasks are displayed in the appropriate contract file, it is assured that no deadlines are missed.
The Solution: Contract Management with OpenWorkdesk
Our solution allows efficient creation, management, deadline monitoring, reporting and archiving of contracts of any kind and related business correspondence in one central Enterprise Content Management System with modern eFiles.
WeWebU OpenWorkdesk can replace department-related isolated applications and is quickly configurated for disparate contract types and eFile views. Thus you can use it individually and flexibly and it provides all needed functionalities. Contract files with a predefined structure are created at the push of a button. By means of simple integration into back-end systems, data such as the customer’s number, name and address can be checked and transferred. Likewise, a new contract number can be generated and will be automatically applied to all new documents related to this contracting party. OpenWorkdesk Zero-Install Desktop Integration even allows to populate fields in MS Office documents with metadata – like the policy number - from the ECM system. This is fast and convenient and assures data consistency at the same time. Tasks can be assigned to documents and eFiles, to single employees or whole departments. As all tasks are displayed in the appropriate contract file or in personal or group inboxes respectively, and as they can be found via specific searche, it is assured that no deadlines are missed and contracts are either terminated or renewed at the proper time.
It is even possible to combine documents from different ECM systems, e.g. scanned legacy contracts from an electronic archive system and new contracts in the works from a modern ECM system, in a single customer folder or define searches that will find documents from different systems as well. Usually it would be difficult do display all these different document types from different systems in a consistent way. Not so with OpenWorkdesk! Its Advanced Document Viewing assures exactly that. In addition it generates thumbnail preview pictures of the documents that can be displayed in hit lists and enable fast and convenient identification of certain documents.
Its highly sophisticated role concept guarantees that the user always gets only the functions and information he needs according to his role in the corporation. The views on the data and documents exactly fit to the users’ designated role and thus let copious navigation fall into oblivion and automatically and increases data security. For example employees in the purchasing department can create new supplier contracts using templates and save them in the respective supplier file whereas members of the controlling department see them in the folder “New purchasing contracts” and thus gets a fast overview of all current activities. Additionally, the views “Soon expiring contracts” and “All contracts of one supplier” support them in starting renegotiations in order to achieve better purchasing conditions.
WeWebU OpenWorkdesk separates applications and ECM systems. Thus, it guarantees the protection of investments and provides future-proofness. It does completely without any installation on the client PC. Thus, project and administration costs decrease especially if numerous branch offices and field workforce are to be included. In this way, contractor proximity and fast rollout go hand in hand with WeWebU OpenWorkdesk.