Access, modules & export

Contracts often contain sensitive information. Artwork therefore separates general permission for the contract area from access to a specific document. Contract modules provide a shared working basis, while filters and Excel export support evaluation.

Who can see a contract?

For regular users, a contract is visible when at least one of the following applies:

the person created the contract,
the person was explicitly granted access to the contract,
one of their teams was granted access to the contract.

Administrators can see all contracts. Roles and permissions also determine whether a person may upload, edit or delete contracts. Two people working on the same project may therefore see different contracts in their overview.

Project access is not automatically contract access

Working on a project does not necessarily grant access to its contract files. Add the required people and teams to the contract, especially people assigned a follow-up task for that document.

Maintaining shares sensibly

When uploading or editing, select the people and teams that genuinely need the contract contents. A team share is useful when an entire organisational unit regularly works with the document. An individual share is suitable for a specific responsible person outside that team.

The contract list displays up to three shares directly. If there are more, the additional counter opens the complete list, allowing you to review access at a later date.

Contract modules

Depending on your permission, Contract modules appear to the right of the contract overview. They are not tied to an individual project or contract. Typical examples are sample agreements, clause collections, appendices or other reusable files used when drafting a contract.

Authorised people can use the upload icon to add one or more files through file selection or drag and drop and include a common note. People with read access download a module through its name or download icon. Deletion requires the corresponding management permission.

Module or completed contract?

Store general templates under Contract modules. A signed or project-specific version belongs under Contracts, assigned to its project and with its own access settings.

Filtering the contract list

Use Filter to narrow visible contracts by:

artists' social security liability
foreign withholding tax
deadline date from/to
one or more legal forms
one or more contract types

Active criteria appear as filter tags above the table and can be removed individually. The deadline range includes both its start and end dates. Your filter selection is stored for your user account and is available again the next time you open the contract page.

A filter does not change contract data or access. It only reduces the current list within the contracts you are already allowed to see.

Excel export

Select Export to create an Excel file containing contract data. The export dialog provides the same criteria as the list. Active list filters are used as the starting point and can be adjusted before export.

This is useful for deadline lists or internal evaluations by contract type, legal form, artists' social security and foreign withholding tax. Only contracts you are allowed to access are exported.

Protect exported files

Once downloaded, an Excel file is outside Artwork's access control. Store and share it in accordance with your organisation's privacy and retention rules.

Central contract types and legal forms

Contract type and legal form lists are maintained administratively in the project settings. Authorised people can create or update their names and colours. Avoid duplicate or only slightly different entries, as these unnecessarily split filters and evaluations.

Deleted contract types and legal forms can appear in the recycle bin for project settings. Restoring and permanently deleting them is covered in the recycle bin chapter.