SG 16.2: How to use Contract?

Using Contract:

Contract allow Admins to send out electronic agreements to Applicants and collect eSignatures.

• Accessing Contract & Navigating the Main Page
• Creating a Contract Template
• Creating a Contract
• Transfering Contracts

Accessing Contract & Navigating the Main Page

1. On the left sidebar menu, go to Hire > Contract.
2. Use Search Bar, to find individual employees in Contract.
3. User Reference Filter, to filter your Contracts.
4. Inbox contain Contracts which require your action(s).
5. Outbox contain Contracts sent out to Applicants.
6. Sent contain Contracts you have previous sent out.
7. Template contain previous Contract Templated you have created.
8. Summary and progress of existing Contracts are displayed here.
9. Action Button, actions which you are required to fulfil like Sign/ Approve will appear here
10. Click on the "Eye logo", to view Contract.

Creating a Contract Template

1. To Start creating a Contract Template, Click on "+", "Create Template"

2. Enter "Template Name".
3. Click "Download mapping smart fields", to view list of supported smart fields keys. As the name suggest, fields in this listing will be updated by the HERD System automictically when used in your Contract.                                                                                                                                      *Custom smart fields can also be used by inserting them in the following format                       ${your field name here}, custom smart fields cannot be updated by the system and will require user entry when detected.
4. Click here, to upload your "Contract" in DOCX format only.
5. Click "Next", to continue.
6. Click on "Match fields", to view all Smart Fields detected by HERD System, detected fields if supported are mapped automatically.
7. "Smart Field Keys" detected are listed here.
8. Customize your "Collect data from" here, to determine if field data should be a Signature/ Signature Date/ Custom Value/ auto filled with data from Applicant Form. 
9. Customize your "Match Field" here, to determine which data type from Applicant Form should be used to the Smart Field.
10. Click on "Documents", to upload documents to be sent along with your contract.
11. Click "Next", to continue.
12. Use the "User Search Bar", to find and tag an existing user to the Signatory Smart Field.
13. Click on "Save Template", Done.

Creating a Contract

1. To Start creating a Contract, Click on "+", "Create Contract"
2. Use the "User Search Bar", to find and invite existing users allowing them access to this contract.
3. Click "Next", to continue.
4. Click on "Contract Tile" and select an existing template.
5. Click on "Eye Icon", to view contract template.
6. Click on "+", to create New Contract Template.
7. Click "Next", to continue.
8. "Custom Fields" detected are listed here, Enter custom field values to display on Contract.
9. Check "Boxes", to select Applicants who would be receiving Contract.
10. Click "Next", to continue.
11. Click "Preview docx", to download & preview your Contract.
12. Click "Overwrite docx", to upload and overwrite existing Contract.
13. Click "Send Invite", to send Contract(s) to Applicant(s), DONE.

Transferring Contracts

1. To transfer Contract, Click on "+", "Transfer Contract"
2. Use the "User Search Bar", to find and select User to transfer out Contracts.
3. Use the "User Search Bar", to find and select User to receive the transferred Contracts.
4. Click "Save", to continue.
5. In the Confirmation Pop up window that appears, Click on "Confirm" to proceed. DONE.