Support

How do I register contract data?

Contracts that land in the inbox are automatically analyzed when they enter the system. This process can take up to 10 minutes, and is indicated by an icon “Analyzing”. In some cases, with long contracts, the analysis tool cannot be applied and data must then be filled in manually.

To start the registration, click on the contract name or the three dots to the right, and select “Register”.

To the right, the contract is displayed and to the left contract data in the form of a tab system. On the first page, general contract data is registered, thereafter there is a tab for contract-specific key data and a tab for permissions.

The system automatically fills in the fields that have been identified. Suggested fields are indicated with a blue wand. Click on it to see a reference to the text in the contract.
Under “Tags and Description”, supplementary concise information is provided that helps existing and new users to understand what the contract covers. This information is intended to be static and not change over time.

Verify that the system has filled in the data correctly, adjust as needed and add any data that has not been identified.

Click the “Save” button at the bottom right.

The contract is now read in and available in the system.

How do I register contract durations?

Managing contract times in Tagd is important to ensure correct contract management and avoid problems with overlooked renewals. Follow these steps to clearly define and manage different types of contracts:

Identify the Contract Type

All contracts have different time frames. Tagd categorizes them to facilitate management. Below you will find a description of the different contract times:

Fixed Contract Time

Contracts with a specific period have both a start and end date.

There is often no notice period, but it sometimes happens that termination can occur within the fixed contract time. For example, in a consultancy contract, it may state that the contract runs from January 1 until December 31 but can be terminated with one month’s notice during the contract period. This means that the contract runs during the calendar year but no longer and can be terminated with one month within the calendar year if any of the parties do not want to continue.

Fixed contract time is common for contracts with a fixed delivery and with a clear delivery date.

Contracts that run until further notice

Have only a start date and terminate at the end of the notice. The contract runs until further notice and terminates when one of the parties terminates the contract.

Automatic renewal

Contracts that are extended if they are not terminated contain start and end dates with notice period. Characteristic of these contracts is that if none of the parties terminates the contract, it is extended for an additional contract period. Therefore, the business should check these contracts before the contract time expires and decide whether they want to accept the terms for another contract period, renegotiate the contract terms or terminate the contract.

These contracts are often used for subscriptions or rental agreements.

Note that there are also contracts with the possibility of extension, but where the extension does not happen automatically. These contracts have start and end dates, but allow for extension

If one of the contract parties indicates within a certain period that they want to invoke an extension of the contract.

It is important to note that these contracts are treated as contracts with a fixed contract time; use a “Task” to keep track of possible extensions. Contracts such as IT support contracts often have terms where an extension can be invoked by the party receiving the support.

Lack of Contract Times (Other)

In this category of contracts, there is no specific contract time. The contract often concerns general corporate documents or a transaction at a certain time, but there is no specific contract time. However, there are still guarantees and legal conditions that apply to the contract, but there is no specified specific contract time. Examples of such contracts are purchase agreements for products without specific time frames.

Example: purchase of a TV or computer for the company.

Registration in Tagd

Under “Contract Times” and the field “Conditions”, specify the type of contract time: fixed, until further notice, automatic extension, or other.

Enter the start date and, if necessary, the end date and any notice period.

Automatic Review

For contracts with automatic renewal, Tagd automatically creates a reminder to review the contract before the extension occurs.

Follow these steps carefully to correctly and efficiently manage different contract times in Tagd, which reduces the risk of overlooked contracts and facilitates contract review.

How to work with signals

How does Tagd’s signal system work for categorizing contracts and assigning status colors?

Tagd’s signal system categorizes contracts into three states:

• Unregistered (Light Gray): These contracts have either been sent via email or uploaded to Tagd but have not yet undergone review or registration. Such contracts are only in the Inbox and have no associated tasks.
• Active (Green, Yellow, or Red): These contracts have been registered in the system and are currently in force. The color coding for these contracts is based on the tasks that need to be performed and can give three different statuses:
  • Green: Used either before a task is started or if there are no tasks associated with the contract.
  • Yellow: Used from the date a task starts until its end date.
  • Red: Used when the deadline to complete a task has been exceeded.
• Finished (not active) (Black): These contracts were previously active but have since been terminated. Although they are archived in Tagd and no new tasks can be added, previous tasks are retained for archiving purposes. A contract is marked as “not active” when it is marked as completed by the user.

How to work with tasks

By Tasks is meant “work tasks” . These work tasks are set up by going to the “Tasks” tab.

Click on the button to the right “New task” and then fill in the form with a date and save. Now the system will remember that there is a work task set up and the signal system in Tagd will help to identify when the work task should be carried out.

What is meant by “Tasks” in this context is work tasks directly related to the contracts. It states, for example, in the contract that as a supplier you should carry out training in cybersecurity once a year with your employees or that in a reseller agreement every year in November you should agree on a new sales budget with the reseller for the next sales year.

How to work with Notes

Notes is a function that is available in the contract menu for registered contracts.
They are important for keeping the information about the contracts updated and for providing additional information that is necessary to understand and manage the contracts correctly.

When should notes be used?

When new information relating to the contract is added.

To provide further explanations or updates that complement the actual content of the contract and are not part of the description of the contract.

When there is a need to clarify the contract’s structure or relation to other contracts.

How to add a note

Go to the contract’s detail page and navigate to the “Notes” tab. If, for example, there is a new price list that belongs to the contract:

Upload the new price list in the “Notes” tab.

Provide a clear description of the document and how it relates to the contract.

To clarify the contract’s structure:
Write a note describing the contract’s position in an overall structure, for example, if it is a sub-contract to a main contract.

What should be included in a note?

Supplementary information that provides a deeper understanding of the contract.

Updates that complement the basic terms of the contract.

When should you not use notes?

For work tasks to be performed according to the contract. Instead, use the “Task” tab for this purpose.

Supplementary advice

Ensure to always provide enough context so that others can easily understand the purpose of the note. Notes are not for tasks – they should only contain information relevant to understanding and managing the contract.

By following these steps, you ensure that the information about the contracts is current and all necessary information is easily accessible to all parties managing the contract information.

How to Use Tags

Instead of just having a traditional folder system, we recommend using Tags. These tags can help identify and find documents in a more complex way and can be likened to labels. They allow you to create virtual folders and list or find documents through one or more different properties.

The Benefit of Tags and Their Use

Tags in contracts can provide information about things like exclusivity, different regions, any deviations, and any other important data that can be useful for the organization when searching for documents. The most important thing about tags is to be consistent in how you use them so that you really organize the contracts in the way that is intended when you later need to search for them with specific information.

Examples of Using Tags

For example, when it comes to supplier contracts, you can use tags for contracts that have different payment terms or where prices change according to the index. For reseller agreements, you can use tags to organize different regions for resellers and whether the agreements are exclusive or not. There are countless possibilities to use tags to organize documents in a more detailed way.

How to Register Tags

When registering contract information, look for “Tags”. Enter the word you want to use as a tag in the field and press Enter. Previously used tags are automatically suggested.

In this way, you have now tagged the contract with a specific term.

If you want to tag contracts retrospectively, go to your list of contracts, click on the contract you want to tag, and open the contract information. Under “tags”, you can add the tag you want to use and press Enter. The contract is now tagged with the information you entered under tags.

By using tags in this way, it becomes easier to organize and find exactly the documents you need when you need them.