FAQ - Contract Management

The role-based authorization concept regulates the access to digital contract files and the documents they contain. This clearly defines who is allowed to view and edit which content.

A contract file contains all documents and metadata related to a contract. This includes attachments as well as additional documents and correspondence in any file format.

The contract management software determines upcoming termination or renewal dates from the transferred metadata. The integrated calendar and sortable lists prepare this data concisely. Those responsible are automatically reminded of upcoming events by e-mails and push notifications. It is also possible to define escalation workflows.

With rule-based clause management, those responsible manage all clauses up to date and in one place. This contributes to company-wide use and promotes automated creation of contracts. Based on the captured metadata, the rule-based application of the appropriate clauses in the contract document takes place.

Audit-proof archiving deals with the safe and proper storage of data. In order to be considered audit-proof according to IDW PS 880, the data must, among other things, be complete, unchangeable, logged, readable in the long term, recoverable, secure and traceable, and digitally stored with access protection for a specified period of time. 

Automated versioning records all changes in contracts and the associated documents, minutes or business correspondence and stores them as a new version in an audit-proof manner. Insecure data exchange, countless e-mails and confusion between versions in different systems are now a thing of the past. In addition to system-generated versions, the intelligent approval management also enables the generation of named versions for quick retrieval.

Fabasoft Contracts supports the display of all contract types.

Predefined workflows such as signing processes or reminders in the context of deadline management can be found in the Contract Manager.

The graphical process editor (BPMN 2.0) makes it possible to model review, approval and signing processes individually - without any programming knowledge. Process participants receive e-mails and push notifications about upcoming tasks. A graphical process overview ensures that all persons involved can track the current status of the contract at any time.

When creating contracts, those responsible use tested and approved template collections. The stored metadata is transferred directly from the digital files to the document templates by means of text modules and clause libraries. The use of these templates, which the legal department always adapts to the current legal situation, reduces manual work steps and potential sources of error.

A workflow is a defined and digitized work process. It involves both internal departments and external partners in the processing of business cases. Everyone works on a common version of a document.