Streamline Contract Management with ShareDocs Enterpriser's Powerful Features

 

For businesses of all sizes, contracts are the cornerstones of successful partnerships and transactions. However, traditional paper-based contract management can be a time-consuming, error-prone, and frustrating process. Misfiled documents, missed deadlines, and version control headaches can all lead to costly delays and missed opportunities.

ShareDocs Enterpriser, a leading enterprise content management software (ECMS), offers a powerful solution for streamlining your contract management processes. Here's how ShareDocs Enterpriser empowers businesses to take control of their contracts by leveraging robust document management features:

1. Centralized Contract Repository with Granular Document Categories

Say goodbye to overflowing filing cabinets! ShareDocs Enterpriser provides a secure, central repository to store all your contracts electronically. This includes the ability to create and manage granular document categories to organize your contracts effectively. Here are some examples of contract categories you can create:

• By Contract Type: Sales agreements, non-disclosure agreements (NDAs), service level agreements (SLAs), master service agreements (MSAs), intellectual property agreements, employment contracts, etc.
• By Department: Marketing contracts, legal contracts, human resources contracts, procurement contracts, etc.
• By Client/Vendor: Organize contracts by specific clients or vendors for easy retrieval and reference.
• By Project: Group contracts related to specific projects for a holistic view of project agreements.

2. Streamlined Workflows with Document Sets and Automation

Manual contract routing for approvals can be a slow and inefficient process. ShareDocs Enterpriser offers workflow automation tools combined with document sets to expedite contract approvals and ensure a smooth flow:

• Document Sets: Group related contract documents together into a single document set. This could include the main signed agreement, NDAs, attachments, and any subsequent amendments. Treat the entire document set as a single unit within the workflow.
• Automated Workflows: Define automated workflows that route document sets to designated personnel for review and approval based on pre-defined criteria. For example, a sales contract might require approval from the sales manager, legal department, and finally the CEO before finalization.

Workflow Example:

A new marketing contract is uploaded to ShareDocs Enterpriser. The system automatically triggers a pre-defined workflow that routes the document set (including the main agreement, attachments, and any NDAs) to the marketing manager for review. Once approved, the workflow automatically routes it to the legal department for review. Upon legal approval, the system sends the contract to the CEO for final signature. All stakeholders receive notifications and can track the progress of the contract within the workflow.

3. Enhanced Collaboration and Version Control with Secure Document Management Features

Effective contract management involves input from various departments. ShareDocs Enterpriser facilitates secure collaboration on contracts with the following features:

• Real-time co-editing with permission controls: Multiple users can collaborate on specific documents within a document set simultaneously, ensuring everyone is working on the latest version. Granular permission controls ensure only authorized personnel can edit specific sections of the contract.
• Version control and detailed audit trails: Track all changes made to contracts over time, eliminating the risk of confusion and ensuring you always have access to the correct version. The audit trail provides a detailed record of who made changes, when they were made, and what the previous version looked like.
• Integrated communication tools: ShareDocs Enterpriser can integrate with your existing communication platforms, allowing for seamless discussion and feedback within the contract document set. Users can comment on specific sections of the contract, ask questions, and provide clarifications.

4. Powerful Search and Retrieval Capabilities with Advanced Document Management Tools

Finding specific contract details can be a daunting task with traditional methods. ShareDocs Enterpriser offers advanced document management tools to simplify search and retrieval:

• Full-text search functionality: Easily search within the content of your contracts, including all documents within a document set, to find specific terms, clauses, or parties involved.
• Metadata filters: Utilize customizable metadata filters to narrow down your search based on contract type, date, department, counterparty, project, or other relevant criteria. For example, you can search for all contracts signed with a specific vendor within a certain date range.
• Optical character recognition (OCR) for scanned documents: Extract text from scanned contracts (such as those received from external parties), making them searchable and easily retrievable. This eliminates the need for manual data entry and ensures all contract information is accessible within ShareDocs Enterpriser.

5. Robust Security and Compliance with Comprehensive Document Management Controls

Contracts often contain sensitive information. ShareDocs Enterpriser ensures the security and compliance of your contracts with a focus on document management best practices:

• Encryption at rest and in transit: Your data is encrypted both when stored and during transmission, minimizing the risk of unauthorized access. ShareDocs Enterpriser adheres to industry-standard encryption protocols to safeguard your confidential information.
• User access controls with granular permissions: Define user permissions to ensure only authorized personnel can view, edit, download, or print specific contracts or documents within a document set. This ensures granular control over access to sensitive information.
• Audit trails and compliance reporting: Maintain a complete audit trail of all contract activity, including document creation, edits, approvals, and access attempts. This facilitates compliance with industry regulations and internal policies. ShareDocs Enterpriser can generate reports that detail user activity and document changes, providing a clear audit history for all contracts.

By leveraging ShareDocs Enterpriser for contract management, you can:

• Reduce cycle times and improve efficiency by automating workflows and streamlining approvals.
• Minimize errors and ensure compliance with robust version control, audit trails, and user permissions.
• Enhance collaboration and communication among departments and stakeholders involved in the contract lifecycle.
• Gain valuable insights into your contract portfolio with powerful search and reporting functionalities.
• Reduce reliance on physical documents and promote a more sustainable paperless environment.

Ready to take control of your contracts and streamline your business processes? Contact us today to learn more about how ShareDocs Enterpriser, with its comprehensive document management features, can transform your contract management approach and empower your business for success!

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