The Contracts tab

SECURITY  Security level with access to Contracts, and View Only access for account managers and account team members if Allow Account Managers and Account Team Members to access Organization Detail > Financials and the Executive Summary Report for their organizations is enabled.

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs > Contracts

The Contracts tab appears on the accessory tabs of the Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. page. It displays all contracts associated with the organization. To open the page, use the path(s) in the The Contracts tab section above.

NOTE  Contracts can only be created for organizations of type Customer.

The following tool buttons appear above the table:

Tool Button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

SECURITY  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

  1. Click the Export as CSV icon.
  2. A window opens that allows you to download and open the exported file.

NOTE  Note that only the selected columns of the first 5,000 records will be exported.

IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

An exclusion set is a predefined list of roles, work types, and sub-issues that will not be covered under the current contract. Exclusion sets can be used in multiple contracts. They will increase accuracy and save time.

EXAMPLE  Most of your customers have a Remote Support contract that is the default contract, since initially, you will attempt to solve any issues on the phone or using screen sharing. This contract covers roles such as Support Technician and work types such as Remote Support. All other roles and work types are added to an exclusion set called Not Remote. This ensures that the ticket's or project's contract is not applied to time entries that use the excluded roles and work types. They will use the exclusion contract, or no contract at all.

Click the drop-down menu and make a selection. All previously created exclusion sets are available. Refer to Managing contract exclusion sets. To create a new exclusion set and apply it to the contract (where available), click the plus sign. The New Contract Exclusion Set page will open. Refer to Adding, editing, or copying a contract exclusion set.

  • On the Contract Search page, the bulk menu lets you apply an exclusion set to multiple contracts associated with multiple customers.

  • On the Organization > accessory tabs > Contracts tab, you can apply a specific exclusion set to multiple contracts associated with the current customer.

To associate an exclusion set with the selected contracts:

  1. Click the bulk menu dropdown and select Associate Exclusion Set with Selected Contracts. A dialog window will open.
  2. Select an exclusion set to associate the contracts with.
Field Definition
Exclusion Set Click the dropdown and select a pre-configured exclusion set.

If this Exclusion Set contains roles and/or work types that are excluded from the selected contracts...

 

Select this check box to remove exclusions from the Other excluded roles & work types section of a contract that duplicate exclusions made in the selected exclusion set.

This ensures that if you later select a different exclusion set, the roles and work types do not remain excluded.
  1. Click Save & Close to associate the selected exclusion set with the selected contracts.

For more information about contract exclusion sets, refer to Managing contract exclusion sets.

To manage contracts on a contract table, hover over the context menu icon to make a selection.

NOTE  These options require a security level with access to Contracts.

Menu Option Description
Edit Contract Opens a window that allows you to edit the fields that contain overall contract information from several pages of the New Contract Wizard. Refer to Creating a contract.
View Contract Opens the contract to the Contract Summary page. From there, you can manage all contract-related information. Refer to Contract Summary.
Renew Contract Wizard (Recurring Service Contracts only) Creates a new contract for the same organization from the existing contract and transfers all devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product. to the new contract. Projects and tickets associated with the contract being renewed will remain associated with the original contract. Refer to Renewing a recurring service contract.
Copy Contract Wizard Creates a copy of the existing contract for the same or any other organization. Refer to Copying an existing contract.
Delete Contract

A message opens asking you to confirm the deletion. Click Yes to continue.

The contract will be deleted, unless it is associated with any of the of the following items: project, task or ticket, recurring ticket template, posted billing item, contract charge, device, time entry, contract cost default, or the organization's Taskfire licenses as the billing automation contract. If it is, you will receive an error message telling you which items the contract is associated with, and the contract will not be deleted.

Deletion cannot be reversed.

NOTE  When a contract cannot be deleted and you want to make it unavailable for further use, edit the contract and set the contract status to Inactive.