Managing contracts
Upload, assign, complete and retrieve contracts in day-to-day work
Under Documents → Contracts, you will find every contract you are allowed to see through its sharing settings. The table shows the contract partner, project, people or teams with access, and the file name. Click the file name to download the document; click the project name to open the associated project.
Uploading a contract
Select New contract and add the contract file together with its associated project and contract partner. The project assignment ensures that the document can be found both in the overall view and in the correct project context.
The following details can be used to describe the contract:
| Detail | Benefit in daily work |
|---|---|
| Project | Assigns the contract to the relevant work and project view |
| Contract partner | Shows immediately who the agreement is with |
| CRM contact | Links the partner to their centrally maintained contact profile |
| Legal form and contract type | Support consistent classification and later filtering |
| Contract value and currency | Records the agreed financial scope |
| Artists' social security details | Records liability, amount or a reason |
| Foreign withholding tax | Records the flag, amount, city, country or a reason |
| Reverse-charge amount | Records a corresponding amount separately |
| Deadline date | Makes a contract-related deadline filterable and traceable |
| Contract status and status comment | Describe the contract's individual business status |
| Comment/note | Holds additional internal information |
Not every field has to be completed for every contract. Agree within your team which information is mandatory for your filing and evaluations. The centrally maintained contract types and legal forms help keep values consistent.
Project and deadline
You can select a project through search or from your recently used projects. If the project has a budget deadline, Artwork can suggest it as the deadline date. Check the date before saving: the relevant contract deadline may differ from the project deadline.
Using a CRM contact as contract partner
Instead of entering only a free-text name, you can link an existing CRM contact. Artwork uses the contact's display name as the contract partner. The expandable CRM details show the contact information available to you; View in CRM opens the complete contact profile if you have access to it.
The link does not prevent the partner name from being recorded separately on the contract. This keeps the contract information understandable even if the CRM profile changes later.
Defining access
During upload, select individual people and/or teams who may view and download the contract. Include only those who need the document for their work. The selected shares are shown in the contract list using profile pictures and team icons.
The person creating the contract can also see it. Other people do not automatically gain access merely because they work on the project; the contract share or a higher-level administrative permission is decisive.
Follow-up tasks during upload
One or more tasks can be created together with the contract. Each task can have a name, a due date and time, responsible people and a comment. This is useful for obtaining a signature, requesting a tax review or remembering a contract deadline.
Coordinate task assignment and document access
Assignees must also be granted access to the contract. Add them to the document shares so that they can open the file associated with their task.
Editing or deleting a contract
Use a row's action menu to update contract details and access settings later. Changes to the project context are also reflected in the project area. Artwork asks for confirmation before a contract is deleted.
Once deleted, colleagues can no longer access the file through either the contract overview or its project context. Check linked tasks and completed document requests before removing it.
Two different status fields
The freely worded contract status is part of the contract information. A document request, by contrast, uses the fixed stages Open, In progress and Completed. The two fields serve different purposes.