Contract Management in Microsoft 365

Management of customer contracts, supplier contracts, collaboration agreements, NDAs, and employment contracts  

Cloud-based Contract Management 

 

Standard tool in Microsoft 365 

The contract management software is a standard tool in Microsoft 365 that can be customized to support a wide range of individual workflows and processes. 

The contract software is configured in the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online). 

Easy and efficient contract management 

Contract Managers face significant demands; they need to have control over contractual matters and legislation, they need to be efficient, contracts must be error-free, they need to have a good overview, be updated with processes and procedures, and collaborate with their colleagues. 

If the contract manager is to master all these disciplines, they will require an efficient and intuitive contract management tool. 

The contract management software from digitalworkspace365 will support the contract manager through the entire contract process, from contract drafting to contract execution, and until the contract expires and needs to be renegotiated. 

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Get started the right way

Shorten the internal clarification process and ensure the result and all at a fraction of the cost of a comparable tool. 

Short delivery time

Get started quickly. The standard software is configured and installed on your SharePoint Online tenant in less than 30 days. 

Security throughout the process

No surprises or hidden costs. You know what you get and what it costs. Predefined and transparent concept and delivery. 

Easy to customize

The standard tool can be used as is or as a good starting point for a more complex business tool. 

Future-proof platform

Opportunity to grow in the software. Start in one place and expand with additional business modules and features. 

Subscription or fixed price - the choice is yours

Subscription – no initial costs – everything is included. 

Fixed-price – tool configuration and installation included – additional purchases as needed. 

Read our contract management customer cases

Danske Fragtmænd optimizes workflows with contract management

Identical structure across the company’s locations means that Danske Fragtmænd today has optimal contract management.

NORRIQ achieves high quality work processes with contract tools

In a busy consulting firm, there is no time to search for agreement documents. That’s why NORRIQ systematically manages all documents.

Digital contract management improves customer service at Verdo

Fixed procedures in an automated flow and easy access to the agreements. Contract management provides better customer service at Verdo.

The contract software includes: 

Z

Contract overview

Contract overview of documents, parties, meetings, notes, emails, etc. 

Process Overview

Process overview of progress and deadlines 

Quality Assurance

Quality assurance with built-in approval procedures, notifications, control procedures, etc. 

Automation

Automation of letter templates, workflows, task assignment, notifications, control efforts, and approval processes 

Template Center

Template center with document and email templates 

GDPR-compliant

GDPR-compliant. Effective support for compliance processes regarding GDPR compliance 

Employee Dashboard

Employee dashboard with an overview of own customers/clients/suppliers, cases, tasks, and an action list with cases and tasks that require action 

Management Dashboard

Management dashboard with a global overview of the company’s customers/clients/suppliers and cases, as well as progress and compliance with deadlines 

Collaboration Space

Collaboration space for document exchange with external stakeholders 

Search Function

Search function with free text search that makes it easy and quick to find information and history about a case 

Version Control

Automatic version control of documents ensures that all changes and approvals are always registered

Contract-WhitePaper

Free white paper: 

Contract Management
– a
deeper dive
 

Download the white paper and get: 

  • $Introduction to the contract tool in Microsoft 365
  • $Detailed overview of the content of each main module
  • $Detailed overview of the content of each add-on module
  • $Screenshots from the contract tool showing its main elements

Contract Management in Microsoft 365? 

The contract management tool is targeted towards legal advisors and employees who require management of contracts, risks, and compliance. 

 

 

tooltip text

Read more about Companies

Read more about Contacts

Read more about Contracts

Add on Projects

Learn more here

Add on CRM

Learn more here

Add on Cases

Learn more here

Add on Audits

Learn more here

 

Additional Modules 

 

The contract tool consists of the following base modules and features: 

The contract management tool consists of two base modules: 

The contract tool can be expanded with the following standard modules: 

See description of modules and features included in the contract tool

    ;

    Contract Management in Microsoft 365? 

    The contract management tool is targeted towards legal advisors and employees who require management of contracts, risks, and compliance. 

     

    Standard Contract Management 

    tooltip text

    Read more about Companies

    Read more about Contacts

    Read more about the Contract module

    Add on Projects

    Learn ore here

    Add on CRM

    Learn more here

    Add on Cases

    Learn more here

    Add on Audits

    Learn more here

           Additional Modules 

    The contract tool consists of the following base modules and features: 

    The contract management tool consists of two base modules: 

    The contract tool can be expanded with the following standard modules: 

    See description of modules and features included in the contract tool

      ;

      Modules 

      Company Module 

      The base module Companies contains information about leads and customers and provides an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system. 

        Read more about the content of the company module

        The company module includes: 

        • Company overview page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners. 
        • Company status: Stage management to indicate the status of the company. 
        • Company overview: Overview across companies with filtering options for all registered company data. 
        • Company contacts: Overview of contacts at the companies. 
        • Search function: Search based on all registered metadata and free text search. 

        Contract Module 

        The Contracts module contains the contracts that the company has entered with customers, suppliers, and partners. The Contract module is a sub-module of the Company base module. This means that the contracts are displayed under the companies. 

        Read more about the content of the Contract module

        The Contract module includes: 

        • Contract overview page: Overview of all metadata, documents, and email correspondence related to the contract. 
        • Contract categorization: Registration and overview of contract types. 
        • Contract status: Stage management to indicate the status of the contracts and manage the contract lifecycle. 
        • Monitoring and alerts: Monitoring of deadlines and contract expirations, as well as alerts to the contract manager. 
        • Contract overview: Overview of contracts with filtering options for all registered contract data. 
        • Contact overview: Overview of contact persons on supplier contracts. 
        • Free text search: Retrieval of supplier contracts, documents, and emails through free text search in files such as text files, PDF files, and email content. 

        Features

        Task Management 

        Task management allows for managing, controlling, and assigning tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow. 

         

            Read more about the content of task management

            Task management includes: 

            • Intuitive task panel: displayed and used on cases, projects, contracts, etc. 
            • Task overview: overview of “My tasks,” completed tasks, and ongoing tasks. 
            • Task status: overview of task progress. 
            • Deadlines: monitoring task execution deadlines. 
            • Task responsible: overview of who is responsible for the task. 
            • Automated task assignment, e.g., when creating a project, changing phases during the project, or project completion. 
            • Role-based task assignment: automatic assignment of tasks to individuals based on their role according to the case, project, customer, etc. 
            • Task overview across projects, cases, employees, customers, etc. 
            • Option to combine task management with visual overview in a Gantt chart. 

            Relationship Management 

            Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across various entities. This allows for establishing connections between cases, projects, contracts, contacts, customers, suppliers, and collaborators. 

              Read more about the content of relationship management

              Relationship management includes: 

               

              • Creation Workflow: Intuitive workflow that guides the user through the creation process. 
              • Two-Way Relationships: Relationships are automatically created as two-way relationships, registering the relationship at both ends. 
              • Relationship Overview: Intuitive overview of relationships. 
              • Relationship Description: Description of the nature of the relationship. 
              • Link: Link to the relationship for quick access to the relationship page. 

              Express Mail and Document Journalizing 

              Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. 

                Read more about the content of express mail and document journalizing

                Express mail and document journalizing include: 

                 

                • Direct Access to CRM tool in Teams: Work with sales cases directly in Teams. 
                • Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs. 
                • Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers. 
                • Search Function for retrieving sales cases, leads/customers, and contacts. 
                • Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library. 
                • Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more. 

                Automatic Mail Journalizing 

                The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. 

                 

                    Read more about the content of automatic mail journalizing

                    Automatic mail journalizing includes: 

                    • Automatic Mail Backup in Microsoft Azure Cloud. 
                    • Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals. 
                    • Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients. 
                    • Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition. 
                    • Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool. 
                    • GDPR Compliance with classification and rights management. 

                    Digital Signature 

                    The Digital Signature module enables you to automate and digitize the signing process of your company’s contracts, supplier agreements, NDAs, meeting minutes, and employment contracts. 

                     

                            Read more about the content of Digital Signature

                            The Signature module includes the following features: 

                            • Integrated user experience: Contracts can be sent directly from the contract management tool with just a few clicks. 
                            • Automated signature process: Utilizing platforms such as Visma Addo, Penneo, or Adobe Docusign. 
                            • Status overview: Provides information on who has signed and who is yet to sign. 
                            • Support for recognized signing methods: Web signatures, MitID, MitID Erhverv, and e-Boks. 

                            Read more about digital signature here

                            Template Management in Letter Models 

                            Template management enables the production of documents using text phrases (templates). Typically categorized into a header text, body text phrases, and a footer text. 

                             

                                Read more about the content of template management

                                Template management includes: 

                                • Template administration: Intuitive, centralized template administration with an overview of templates, associations, and responsible parties. 
                                • Template creation: Templates are easily created as Word document templates in template administration. 
                                • Automatic mail merge function: Metadata from the customer, case, product, or another entity is automatically inserted using Word mail merge. 
                                • Tagging of templates: Tagging ensures that templates can be grouped and only displayed in relevant contexts. 
                                • Intuitive wizard: Guides the user through the letter production process. 
                                • Unified document: Ability to compile templates into a single document. 
                                • Individual document: Ability to generate templates as separate documents. 
                                • Organization: Option to select or deselect templates and customize the order. 
                                • Customized text content: Modification and customization of text content can be done afterwards in the created Word file. 

                                Moduler

                                Company Module 

                                The base module Companies contains information about leads and customers and provides an overview across customer segments. The company’s master data can be entered manually or imported from the ERP system. 

                                  Read more about the content of the company module

                                  The company module includes: 

                                  • Company overview page: Overview of relationship type and master data, as well as documents and emails related to customers, suppliers, and partners. 
                                  • Company status: Stage management to indicate the status of the company. 
                                  • Company overview: Overview across companies with filtering options for all registered company data. 
                                  • Company contacts: Overview of contacts at the companies. 
                                  • Search function: Search based on all registered metadata and free text search. 

                                  Contract Module 

                                  The Contracts module contains the contracts that the company has entered with customers, suppliers, and partners. The Contract module is a sub-module of the Company base module. This means that the contracts are displayed under the companies. 

                                  Read more about the content of the Contract module

                                  The Contract module includes: 

                                  • Contract overview page: Overview of all metadata, documents, and email correspondence related to the contract. 
                                  • Contract categorization: Registration and overview of contract types. 
                                  • Contract status: Stage management to indicate the status of the contracts and manage the contract lifecycle. 
                                  • Monitoring and alerts: Monitoring of deadlines and contract expirations, as well as alerts to the contract manager. 
                                  • Contract overview: Overview of contracts with filtering options for all registered contract data. 
                                  • Contact overview: Overview of contact persons on supplier contracts. 
                                  • Free text search: Retrieval of supplier contracts, documents, and emails through free text search in files such as text files, PDF files, and email content. 

                                  Features

                                  Task Management 

                                  Task management allows for managing, controlling, and assigning tasks. Task assignments can be done manually or automatically triggered by a phase shift or workflow. 

                                   

                                      Read more about the content of task management

                                      Task management includes: 

                                      • Intuitive task panel: displayed and used on cases, projects, contracts, etc. 
                                      • Task overview: overview of “My tasks,” completed tasks, and ongoing tasks. 
                                      • Task status: overview of task progress. 
                                      • Deadlines: monitoring task execution deadlines. 
                                      • Task responsible: overview of who is responsible for the task. 
                                      • Automated task assignment, e.g., when creating a project, changing phases during the project, or project completion. 
                                      • Role-based task assignment: automatic assignment of tasks to individuals based on their role according to the case, project, customer, etc. 
                                      • Task overview across projects, cases, employees, customers, etc. 
                                      • Option to combine task management with visual overview in a Gantt chart. 

                                      Relationship Management 

                                      Relationship management enables the creation of “one-to-many” and “many-to-many” relationships across various entities. This allows for establishing connections between cases, projects, contracts, contacts, customers, suppliers, and collaborators. 

                                        Read more about the content of relationship management

                                        Relationship management includes: 

                                         

                                        • Creation Workflow: Intuitive workflow that guides the user through the creation process. 
                                        • Two-Way Relationships: Relationships are automatically created as two-way relationships, registering the relationship at both ends. 
                                        • Relationship Overview: Intuitive overview of relationships. 
                                        • Relationship Description: Description of the nature of the relationship. 
                                        • Link: Link to the relationship for quick access to the relationship page. 

                                        Express Mail and Document Journalizing 

                                        Express mail and document journalizing empower the salesperson to perform 80% of sales work directly in Teams, Outlook, Word, Excel, and PowerPoint. 

                                          Read more about the content of express mail and document journalizing

                                          Express mail and document journalizing include: 

                                           

                                          • Direct Access to CRM tool in Teams: Work with sales cases directly in Teams. 
                                          • Express Sidebar in Outlook, Word, Excel, and PowerPoint: Provides direct access to the CRM tool in the Office programs. 
                                          • Drag and Drop: Makes it easy to journalize emails on sales cases and leads/customers. 
                                          • Search Function for retrieving sales cases, leads/customers, and contacts. 
                                          • Function for creating sales cases, leads/customers, contacts, tasks, letters, and emails from the template library. 
                                          • Other options include marking favorites, adding documents to emails, on-the-fly conversion to PDF, and much more. 

                                          Automatic Mail Journalizing 

                                          The Automatic Mail journalizing add-on module ensures that all incoming and outgoing emails are automatically saved to leads/customers and contacts. 

                                           

                                              Read more about the content of automatic mail journalizing

                                              Automatic mail journalizing includes: 

                                              • Automatic Mail Backup in Microsoft Azure Cloud. 
                                              • Rule Management: Rules and exceptions can be set up to ensure that confidential emails cannot be accessed by unauthorized individuals. 
                                              • Journalizing Flags that mark emails as automatically and/or manually journalized across multiple recipients. 
                                              • Intelligent Journalizing Suggestions that propose journalizing of contracts based on intelligent pattern recognition. 
                                              • Automatic stamping of metadata ensures that emails can be easily retrieved through search and filtering based on sender information and destination in the CRM tool. 
                                              • GDPR Compliance with classification and rights management. 

                                              Digital Signature 

                                              The Digital Signature module enables you to automate and digitize the signing process of your company’s contracts, supplier agreements, NDAs, meeting minutes, and employment contracts. 

                                               

                                                      Read more about the content of Digital Signature

                                                      The Signature module includes the following features: 

                                                      • Integrated user experience: Contracts can be sent directly from the contract management tool with just a few clicks. 
                                                      • Automated signature process: Utilizing platforms such as Visma Addo, Penneo, or Adobe Docusign. 
                                                      • Status overview: Provides information on who has signed and who is yet to sign. 
                                                      • Support for recognized signing methods: Web signatures, MitID, MitID Erhverv, and e-Boks. 

                                                      Read more about digital signature here

                                                      Template Management in Letter Models 

                                                      Template management enables the production of documents using text phrases (templates). Typically categorized into a header text, body text phrases, and a footer text. 

                                                       

                                                          Read more about the content of template management

                                                          Template management includes: 

                                                          • Template administration: Intuitive, centralized template administration with an overview of templates, associations, and responsible parties. 
                                                          • Template creation: Templates are easily created as Word document templates in template administration. 
                                                          • Automatic mail merge function: Metadata from the customer, case, product, or another entity is automatically inserted using Word mail merge. 
                                                          • Tagging of templates: Tagging ensures that templates can be grouped and only displayed in relevant contexts. 
                                                          • Intuitive wizard: Guides the user through the letter production process. 
                                                          • Unified document: Ability to compile templates into a single document. 
                                                          • Individual document: Ability to generate templates as separate documents. 
                                                          • Organization: Option to select or deselect templates and customize the order. 
                                                          • Customized text content: Modification and customization of text content can be done afterwards in the created Word file. 

                                                          Highlighted Features 

                                                          Digital Contract Folder with Contract Overview 

                                                          The contract folder works like a traditional plastic ring binder with dividers and tabs, collecting and organizing contract documents, emails, notes, etc. The contract folder or sub-elements of the folder can be easily and securely shared with internal and external collaborators. 

                                                          Contract Life Cycle Management 

                                                          The contract life cycle management supports the entire life cycle of a contract, from intelligent contract initiation to managing rights, obligations, and risk coverage, to evaluation, analysis, and contract renewal. The tool supports phase control of the contract life cycle as well as gate control, with features such as automated task assignment, notifications, control authorities, and approval processes. 

                                                          Automation 

                                                          The contract management tool includes the ability to automate workflows and notifications. This can include approval workflows, control processes related to compliance with anti-money laundering laws or quality assurance, as well as notifications for contract renewal, termination, deadlines, and contract expiration. 

                                                          Template Library 

                                                          With the template library, the contract manager can use predefined document and email templates. Document and email templates are created and maintained in a central library. The process of creating and maintaining templates is easy and intuitive, using Word’s mail merge function. Templates can be tagged to segment them according to specific contract types, so templates are displayed only in relevant contexts. Master data from customers and suppliers, as well as contract data, is automatically merged into a document or email. If you have purchased WorkPoint Express, the template library can also be accessed from Teams, Outlook, Word, Excel, and PowerPoint. 

                                                          360-Degree Contract Overview 

                                                          The contract tool provides a 360-degree overview of contracts. The tool has several predefined views, such as “My Contracts,” “My Clients,” and “Action List,” which shows which contracts and tasks require immediate action. This can include contract expiration and deadline breaches, for instance. 

                                                          In addition, the tool includes global views across contracts and clients/suppliers/partners. The views can be refined and filtered based on the metadata registered on the contract. This way, you can have an overview of the number of contract and how they are distributed, such as by contract types, risk profile, clients/suppliers/partners, countries, and contract managers. The list views can be complemented by graphical Power BI views (Business Intelligence). 

                                                          FACT BOX 

                                                            • Standard software in Microsoft 365: The contract tool is configured in the two best configuration tools on the market: WorkPoint 365 and Microsoft 365 (SharePoint Online). 
                                                            • Work in Microsoft 365 applications: Work with contracts in familiar Microsoft applications: SharePoint Online, Microsoft Teams, To-Do, Planner, Outlook, Excel, Word, and PowerPoint, and the Power Platform. 
                                                            • Ownership of your own data: The contract tool is hosted as a business application in SharePoint. Your data resides in your own SharePoint Online tenant. This means you have 100% ownership of your own data. 
                                                            • Fully scalable: The contract tool is operated in Microsoft Cloud. This means the tool does not require you to have local servers available. The tool can thereby be scaled as needed. 
                                                            • Easy access: You only need an internet connection. Then you can access the contract tool through a web browser via PC, tablet, or mobile phone. 
                                                            • Role-based rights management to ensure compliance with company security policies based on roles. 
                                                            • Single sign-on: Easy and secure access control with Microsoft Authorization. 

                                                            Do you need efficient contract management in Microsoft 365

                                                            – or are you just curious? 

                                                            Then don’t hesitate to contact me for a non-binding conversation about the possibilities.