We use a common system to help you manage contracts which we call 'the grid' or the 'contracts list'. This is basically your contract repository where you can easily search for specific contracts, filter by group or type, value, department, and many more.
To access the grid, go to the Contracts tab on the left-hand side of the page and access 'My Contracts' or 'All Contracts'.
In this article:
Customizing the grid
By using grid page size and skip options, you can see more contracts at once and avoid manual page turns. You can customize how many contracts you see on each page, choosing from 25, 50, or 100 records, and easily switch between different pages, like going from page 1 to page 3.
You can also customize your grids to show you a lot of different information. To add or remove columns from your grid view, click the Column Selector button at the top right of the grid.
This will open an interface over the top of the grid allowing you to choose the columns you want to see. You can drag the options from left to right and up and down. When you click ' Apply ', this order will be reflected in the grid.
This example shows adding the attribute Type and removing the attribute Key date from the Grid:
Note that you can always click Reset to get back to the original grid display.
Filtering the grid
The grid is split into rows and columns - the very top row has controls for the various columns, and, in most instances, lets you sort the grid based on that column and filter the results shown in the column.
There are two ways to filter your view of the grid
Add attribute columns to your grid and filter within those.
Use the Filter tool above the grid without adding additional columns.
For example, if we have a list of contracts and we want to isolate just those that are of a specific contract type Mutual NDA.
Use the Column Selector button to add the column for the 'Type' attribute to our grid and filter within that.
Use the filter tool above the grid to add the 'Type', and filter via that.
In the first method, we add the 'Type' column by dragging that attribute from left to right and clicking Apply.
Next, click the filter icon at the top of the 'Type' column to reveal our filter options. The filter icon will display various filters depending on the information in the column. In this example, we would select 'Mutual NDA' and click the Filter button at the bottom of the drop-down to apply.
The grid will then refresh and show only contracts of the contract type "Mutual NDA".
Alternatively, in the second method, we could use the Filter tool at the top of our grid to filter by "Type". First, click the Add Filter button.
If we begin typing "Type" in the search box, we can select the prompted "Type" attribute. This will cause the "Type" dropdown to appear, from which we can select "Mutual NDA" and click the Filter button at the bottom.
Again, the grid will then refresh and show only contracts of the contract type 'Mutual NDA'.
Note: When using the filter tool above the grid, you must select at least one filterable option. For example, if you add the "Type" filter and click the Filter button without selecting any of the options listed in the dropdown, the filter will simply close.
Saving custom views
Once you have your grid organized via your preferred columns and filters, save it by either clicking the Save button or else store it as a custom view by selecting Save as and naming it.
Alternatively, click the 'plus' icon in your 'My views' area on the left
A pop-up will appear, and you can give the view a name.
It will also appear in a panel in your dashboard so you can jump directly to the saved view.
Check this article to find out How to share views with other people.
In-house legal members and Administrators with Full Contract Access Permission can join contracts automatically, without needing to go through Preview first and add themselves to each contract individually.
To do that, tick 'Automatically join matters and contracts in the future' from the' Join contract' modal.
You can toggle this setting also from your profile ( top right of the screen ) and scroll down to Settings :
This setting will ensure you automatically become a member and have full access to the matter/contract after clicking on it, avoiding needing to go to Preview first.
If, at a later moment, you decide you no longer want to be a member on those contracts, you can easily select them and use the bulk reassignment to remove yourself :
Bulk download contracts
When you need to have more spreadsheet-like control over your contracts, you can easily export the current view of the grid to Excel so that you can manipulate it as required.
Set up the contract list as required to get the raw set of data (as above with columns, filters, etc.)
Then - click the 'Export' icon from the toolbar at the top right corner of the contract list.
This will create a downloadable report which that can be exported into an Excel file to download into your computer.
Users can reassign owners and managers, and add or remove members for matters or contracts, in bulk, directly from the grid. To check how go to this article
Bulk delete contracts from the grid
To bulk delete contracts, select the specific contracts you want to be deleted and then click the Delete icon on the top:
A page refresh helps remove the deleted contracts entirely from the grid list.
For more information on bulk actions from the grid, click here.
View expiring contracts and key dates at a glance
You can easily filter the grid to display important information such as contract key dates and expiring contracts by utilizing the calendar view located above the grid. This feature provides a convenient way to visualize and manage time-sensitive events within your contracts.