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Contract Software Features
Web based access for contract management
Software as a Service (cloud contract management software)
On-Premise (deployed contract management software)
Central Contract Repository
Central repository for all your contracts & agreements
Store an unlimited number of contracts
Link related contracts
Easily search, sort, and filter your repository
Permission based security access
Share contract documents securely between transacting parties
Contracts & Committals Management
Data Flexibility
Manage any type of contract, committal, or agreement (sales and/or spend)
Contract requests & intake forms
Manage federal, state, and regulatory contracts & obligations
Create custom contract data fields
Track important custom data fields
Quickly rename fields and help descriptions
Customize data collection by type for easy data entry
Contract Data
Assign classifications (department, type, status, etc.)
Identify all assigned users/employees
Identify all assigned vendors/customers (third parties)
Identify associated locations
Track milestone dates
Manage checklist/to-do items
Link to related contracts, committals, and agreements
Maintain price/cost schedules
Delegate and manage tasks, deliverables and receivables
Complete audit trail tracking (who, what, where, when)
Relation & Linking
Create unlimited links between contracts and agreements
Link contract terms and renewals together
Link sub-contracts and agreements to a master services agreement
Link contracts together for any desired reason
Copy Contracts
Allows users to copy contract information
Allows for copying of attachments and files
Contract Requests
Allow users to submit requests for contracts
Assign users to groups to receive requests for contracts
Members of review groups can accept, reject, or cancel pending requests
Create a new contract right from information from an accepted request
Contract Collaboration & Negotiation
Multi-Party Collaboration
Manage the negotiation process
Word-for-word (online red line) comparison of merged template versions
Use pre-defined tasks to track process flow
Use workflows to track process flow
Automated email alerts of next steps
Use one-off task/email alerts
Contract Writing and Authoring
Basic Document Template Creator
Friendly UI for managing templates and versions
MS Word export capabilities
PDF export capabilities
PDF watermarks on export
Create and manage using MS Word-like editor
Insert data-merge placeholders for all contract related fields
Insert page break placeholders to customize contract page layout
Advanced Document Template Creator
Enhanced contract document writing software
Leverage document assembly: draft documents for sell & buy-side contracts, solicitations, clients/vendors, and employees (such as agreements, policies/procedures, form letters, & more)
Specify merging fields for Word, HTML, and/or PDF documents
Specify merging clauses for Word, HTML, and/or PDF documents
Create and reorder sections for each document template
Define rule-based sections & clauses for each document template
Clause Library
Centralized storage of approved legal language
Secured and permissible access
Quickly copy language into templates and/or versions
Designate alternative language clauses with friendly names
Contract Versions
Quickly create contract documents & versions from templates
Automatic data merge of contract data into template's place-holders
Version tracking for document changes
Secured and permissible access to managing versions
Contract Document Management
Document Organization
Attached Documents & files to contract records
Centrally organize all documentation related to a contract or agreement
Quickly access files and documents through friendly names
Quickly search text based contracts
OCR text-based PDF files
Compare documents for differences
Attach/Upload virtually any file type
Easily draft contracts and documents from templates
Document retention & contract archiving
Document & contract permissions
Document Searching
Full text search capabilities for all text-based documents (word, pdf, excel, etc.)
Use OCR scanning for paper documents to attach full-text searchable documents
Auto extract text, clauses, dates, vendor/customer data, and auto map to fields
Auto compare extracted clauses, text, field data, and send compliance alerts based on rules.
Document Security
Secure document storage - control access to documents
Version control on all attachments and documents
Optional check-in/check-out tools
Full audit trail capabilities for your documents
Contract Files & Document Tracking
Add contract/agreement attachments, files & documents
Track vendor/customer/etc. attachments
Track user/employee attachments
Unlimited contract type attachments
Contract Budgeting, Pricing & Financial Spend Management
Line item pricing and budgeting
Create quotes, orders & pricing documents
Financial transactions
Spend management/cost control
Track purchase orders, PO line items, & PO allocations against contract amounts with the CobbleStone Purchase Order Management Add-On Module
Enable vendors to submit invoices against purchase orders online with the CobbleStone Purchase Order Management Software & Vendor Collaboration Gateway Add-On Module
Integrate general ledger receivables & payables to track actuals versus contract amounts with the Database Integration Manager Add-On Module
Contract Alerts & Notifications
Configure Alerts
Email alert for each contract/agreement
Email alert for each task
Email alert for each task escalation
Send alerts to contacts (internal or external, employees and counterparties)
Send Notifications
Customize schedule for alerts to be sent
Email alerts compatible with all major email programs
Specify statuses for contracts and tasks to prevent email alerts from being sent
Contract Tasks Management
Create and Manage Tasks
Track all important data fields
Create custom data fields
Assign unlimited users to a task
Task Notification
Define task time-frame (start and end)
Define alert date for task chart icon
Task Escalation
Define task escalation rule
Define escalation alert date
Pre-Defined Tasks
Unlimited for contract types
Unlimited for contract statuses
Unlimited for departments/divisions
Contract Workflow Software Features
Manage Contract Approval Workflows
Create flexible custom work-flow processes
Specify field based criteria to initiate each workflow step
Assign unlimited tasks at each step in the workflow process
Define escalation procedures for each task
Define recurrences for each task
Create hierarchical and/or parallel workflow processes
Initiate Contract Workflows
Specify workflow to auto-initiate on contract creation if criteria is met
Set workflow to only be checked if the contract is updated
Contract Workflow Execution
Customize workflow steps to track compliance according to your business rules/ requirements
Workflow tasks to route documents and action items to appropriate parties
Auto-notify responsible parties by email
Application Configuration
Manage Contract Configuration Settings
Configure e-mail notification settings
Built-in Schedule Manager to manage all alerts within the application
Provides step-by-step assistance for administrators to setup, configure, and manage the application
Contract - Document Text Searching / Full Text Indexing
Enable/ disable full-text indexing for entire application
Activate/ deactivate full-text catalogs
Searching on indexed files
Detailed reporting on all indexed files
Customizable Navigation Menu
Configurable main menu navigation links
Assign icons to main menu navigation links
Set order and hierarchy of links
Activate/deactivate links
Able to link to external and internal pages
Application Security & Maintenance
Employee Management
Add an unlimited number of employees
Employee-level designation of localization for the display of dates and numbers
Ability to create user-defined user groups/roles
User/Employee Permissions
Action based contract permissions and security
Provide contract access as a whole, by department or assigned user
Assign level of access for users (admin, read-only)
Assign one-off admin rights to users, if needed
Active user override - switch to disable a user without removing them
Bulk Importing
Bulk upload contract attachments/files and assign them to contracts
Bulk upload application set-up data from Excel.csv files
Contract Field Mapping
Mapping of field relationships for auto-creation of contracts from a contract request
Mapping of field relationships for auto-creation of contracts from a solicitation record
Contract Record Sub-tables
Create user-defined sub-tables/grids for contract records, vendors/clients, employees, and solicitations
Each sub-table can have configured user-defined fields
Sub-tables are reportable within the application
Optional SSL encryption (HTTPS) of all data
Security Groups
Create and manage contract permissions by security groups
Secure employee access based on assigned security group
Segregation of delete, edit, and add permissions
Contract - Vendor Compliance Tracking
Maintain Contract & Compliance Standards
Maintain contract history log for auditing
Maintain compliance standards via reporting metrics
Contract Record Audit Tracking and Logging
Full system audit trail for compliance with Sarbanes Oxley (SOX)
Quick reporting capabilities on all audit history logs
Contract Searching & Reporting Metrics
Contract Record Reporting/Searching Data Grids
Dynamically add/remove columns from grid displays
In-line sorting by multiple columns
In-line filtering of each column
Standard Contract Reporting/Searching
Quick search bar on every screen to search all contract fields
Find/search contracts screen to search by specific contract field
In-line grid drill-down of attached documents for each contract
Text-based files search from Find/Search Contracts screen
Export results to MS Word, MS Excel or PDF
Configurable - Ad-Hoc Contract Reporting/Searching
Create and save configurable ad-hoc reports
Report on contract record data fields
Provide conditions for contract record fields
Easy-to-use interface for design and re-running reports
Share your created reports with other users
Schedule a report to be automatically run and e-mailed
Restrict access to creating ad-hoc reports (user permission)
Export results to MS Word, MS Excel or PDF
On-line Report Designer
Create flexible reports with Contract Insight® Report Designer
Design report on important contract data fields
Customize look and feel of report layout
Customize data relationships
Create calculated display values
Create and display barcodes from stored data
Advanced designer for in-depth and custom reports
Export to dozens of file formats including MS Word, MS Excel, PDF, JPG, etc.
User Configurable Landing Page
Dashboards
Configurable dashboards for each user
Fully customizable for each user
Quickly switch between user dashboards
Specify a dashboard as a user's default page
Drag and drop docks (calendar, reports, web pages)
Add user's calendar to their dashboard(s)
Add configurable report grids visible to the user's dashboard(s)
Add a favorite website to the user's dashboard
User's Calendar
Display all contracts and tasks on their due dates for the user
Quick links to contracts and/or tasks from the calendar
Export calendar to 'VCAL' format (used in client programs like MS Outlook)
Vendor Management System / Client Management
Configure & Track Counter-parties - Vendors and Clients
Flexible field management via our Field Manager
Full reporting on all fields
File attachments for each vendor/client
Unlimited contacts for each vendor, customer & counter-party
Review and monitor vendor/client news alerts
Track and manage service codes (ex: NIGP Codes)
Aid in compliance with regulatory standards
Vendor/Client Contract Ratings
Create user-defined scorecard for each vendor by contract
Compare vendor scorecards
Manage vendor/client ratings and performance
Field Manager & Configuration
Field Creation and Management
Add & configure custom contract data fields
Define default values for fields
Define required fields
Set field order
Quickly rename fields and help descriptions
Assign Fields by Contract Type
Customize data collected by contract type for easy data entry
Set unique field order by each type
Contract Document & PDF Processing Tools
Language Support
Pre-loaded language packs for core screens
Included screen translations for English, Spanish, German, French, Arabic, Chinese (PRC)
Additional languages are configurable
System Integration
Single Sign-On (SSO) - SAML 2.0
Ties system login to SAML 2.0 identity provider
Optional Just-In-Time employee provisioning
Single Sign-On (SSO) - ADFS
Ties system login to ADFS identity provider
Available for SaaS or deployed systems
Web Parts Plugins
Plug data components into your web applications
Leverage components in your MS SharePoint or Internal portal site
Data Direct (Client Deployments Only)
Directly connect external databases to and from our system's database
Create/develop direct connections for client deployments
Web Services
Synchronize data to and from our system
Integrate data synchronization code with existing applications
Vendor / Client Management & Collaboration Gateway (option)
Vendor / Client Management Software Features
Track important vendor & client data (core)
Report & search vendor & client data (core)
Monitor vendor & clients with alerts
Interact with vendors & clients online
Collect data from vendors & clients online
Negotiate contracts online
Capture contract data, files, and notes
Provide vendors & clients with read-only access to their contracts
Vendor/Client online registration
Portal for vendors & clients to register with the system
Collect vendors & clients important information
Allow vendors & clients to register automatically or through requests
Plug-ins to collect vendor/client data on external sites and applications
Action-based e-mails for entire registration process
Assigned user(s) can review/manage registration requests
Release & advertise bids & RFx online
Obtain bid & opportunity responses online
Collect, track, & response to vendor/client questions online
Public Access Portal Option
Provide external access to public contracts
Provide transparency of contracts to meet public, government and state regulations/ requirements
Manage & provide public transparency for Federal, State Contracts, GSA, Health-care, Financial, Pharmaceutical, and regulated industry contracts
IntelliSign Electronic Signatures & Document Processing (option)
Integrated IntelliSign® Electronic Signatures
Easily obtain electronic signatures, electronic approvals, and digital signatures on contracts & documents
Set placeholder fields for IntelliSign signatures
Allow click & sign anywhere
Merge clauses based on rules
Version tracking
Upload contract templates
Field merging with contracts
Field merging with documents
Field merging with Excel
Field merging with PDF
Clause merging in contract templates
Clause merging in documents & letters
Merge rich-text into document sections
Field merging in Clause & provisions
Configurable rules for clause inclusion
Configurable rules for template selection
Configurable rules & alerts for document approvals
Contract Software Features