Add Contracts

A contract is a binding agreement between your organization and another company, organization, or government body. Argenta keeps your contracts and their details in one place, with every change to an agreement recorded beside it.

Click the building icon with your organization's name in the top-right corner and choose Our Contracts. You can also reach the same list from the left menu at Marketing & Engagement > Contracts.

The building icon in the top-right corner opens this panel.

The same list sits under Marketing and Engagement in the left menu.

Adding a Contract

1. Click Add A New Contract. Argenta creates it and opens the Contract Workspace on Contract Details.
2. Enter the Contract Title (required).
3. Choose the Constituent (required), the party the contract is with. They must exist as a constituent first.
4. Fill in the rest as it applies, then save.

Add A New Contract opens the workspace on Contract Details.

Contract Title and Constituent both carry the red asterisk.

Contract Details

• Current Status - where the agreement stands
• Contract Start Date and Contract End Date
• Contract Value - what the agreement is worth
• Contract Type and Contract Category - your own classification lists, extended with the orange plus icon beside each field
• Version Number - which version of the agreement this record reflects
• Team Member - who owns this contract on your side, and the person to chase when it comes up for renewal
• Description - what the agreement covers
• Chapter, Division, and Department where your organization uses them

Status and the four dates sit at the top of the form.

The orange plus beside Type and Category adds to your own classification list.

Description is where you say what the agreement actually covers.

Amendments

When terms change, do not overwrite the original or bury the change in a note. The workspace has an Amendments page, and each amendment is a record in its own right with Amendment Details, Related Files, and Amendment Notes.

Keeping them separate means the original terms survive intact and each change is dated and documented next to them, which is exactly what you need when someone asks a year later what was agreed and when.

Each amendment is listed on its own, with its status and effective date.

An amendment is a full record, with its own files and notes pages.

Renewals and Expiry

Contract End Date is what renewals hang off. Use the Notifications page in the workspace so Argenta tells you a contract is coming up rather than relying on someone remembering.

Contract End Date is the field a renewal hangs off.

Storing the Signed Agreement

Attach the executed PDF and anything supporting it on Contract Files. The record holds the summary; the file holds the legal document.

Drop the executed PDF and anything supporting it here.

Record Level Permissions

Contracts often carry commercially sensitive terms. Set As View Only and Lock This Record at the top of the details page are the quick controls, and the Record Permissions page grants access person by person.

Both switches sit at the top of the details page.

Record Permissions is where access is granted person by person.

The Contract Workspace

• Contract Details - the agreement
• Amendments - every change, each its own record
• Notifications - alerts on this contract
• Contract Files and Contract Notes
• Record Permissions - who can view or edit

Every page of the contract is on this bar.

Search the list by ID or contract name, and export to CSV.

Search by ID or contract name, or send the list out to CSV.