Knowledge Base Article

How to Track Contracts and Amendments

Contracts hold your agreements with vendors, clients, and partners, and each contract keeps its own amendment history so you can see how the deal changed over time.

Go to Marketing & Engagement > Contracts.

Contracts sits at the bottom of the Marketing and Engagement menu.

Adding a Contract

Click Add A New Contract. Argenta creates it and opens the Contract Workspace.
Fill in Contract Details. Two fields are required: Contract Title and Constituent, the party the contract is with.
Save.

The Add A New Contract button above the Contracts list

Add A New Contract opens the workspace straight away.

The Contract Title, Constituent and Team Member fields

Contract Title and Constituent both carry the red asterisk.

Contract Details

Contract Title (required) and Constituent (required)
Current Status - where the agreement stands
Contract Start Date and Contract End Date
Contract Value - what it is worth
Contract Type and Contract Category - your own classification lists
Version Number - which version of the agreement this record reflects
Team Member - who owns the relationship on your side
Description

The Current Status, Contract Start Date, Contract End Date, Review Date and Term Completion Date fields

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

The Contract Type, Contract Category, Version Number, Contract Value and Early Out fields

Type and Category come from your own classification lists.

The Chapter, Division, Department and Description fields

Description is where you say what the agreement covers.

Amendments Are Their Own Records

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

That way the original terms stay intact and the change is documented beside them, which is what you need when someone asks a year later what was actually agreed and when.

The Amendments page listing one amendment on the contract

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

The Amendment Details form with effective date, status, title, reason and terms

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

Renewals

Contract End Date is the field renewals hang off. Use the Notifications page in the workspace to get told before a contract lapses, rather than relying on someone remembering.

The Contract Start Date and Contract End Date fields, with End Date outlined

Contract End Date is the field a renewal hangs off.

The Contract Workspace

Contract Details - the agreement itself
Amendments - every change, each its own record
Notifications - alerts on this contract
Contract Files - the signed PDF and anything supporting it
Contract Notes - internal notes
Record Permissions - who can view or edit it

The Contract Workspace menu bar listing every page of the record

Every page of the contract is on this bar.

Finding Contracts

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

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