Manage Review and Approve Contracts

Managing and approving contracts in asset management involves overseeing the lifecycle of agreements related to assets, from creation to execution. This process includes reviewing contract terms, ensuring compliance, and granting approvals to ensure assets are utilized effectively and align with organizational goals.

Review and Approve Contracts

Approver can log into Apex to review and approve the logged contracts. For approvers, the organized list page of logged contracts greatly boosts analysts' productivity, efficiency, and effectiveness.

To review and approve the logged contracts, perform the following steps:

1. Click Asset Management.
   
   
2. Navigate to Asset Management > Contracts > Review and Approve to view the list of all the contracts assigned to the analyst.
   
   Figure: Manage Contracts

View

Filters allow users to customize the displayed list according to specific criteria, such as contract ID, contract number, status, vendor, etc. This customization ensures that users can focus on the contracts that are most relevant to their current tasks or responsibilities. Users can quickly identify and address high-priority or critical contracts by applying filters. This helps to manage urgent tasks promptly and avoid potential service disruptions. It empowers users to make informed decisions, allocate resources efficiently, and maintain an organized and productive workflow.

To add a new Filter, perform the following steps:

1.  Navigate to Asset Management > Contracts.
   
   
2. Select Review and Approve.
   The list of created contracts is displayed.
   
   Figure: Contracts list
   
   The following table describes the different columns:

   Column	Description
   Contract ID	The column specifies the unique ID assigned to the contract.
   Contract Number	The column specifies the unique contract number assigned to the contract.
   Name	This column specifies the name of the contract created.
   Category	This column specifies the category of the contract.
   Status	This column specifies the status of the contract.
   Owner	This column specifies the name of the owner who owns the contract.
   Contract Start Date	This column mentions the start date of the contract.
   Contract End Date	This column mentions the end date of the contract.
   Department	This column specifies the department of the contract.
   Vendor	This column specifies the name of the vendor for the contract.
   PO Number	This column specifies the purchase order (PO) number for the contract.
   PO Value	This column specifies the purchase order (PO) value for the contract.

3.  Click Filters to customize the columns.
   Figure: Filters
   
   
4.  Click Add Filter.
   Figure: Add new view
   
   
5.  The Filter by list is displayed.
   Figure: Filter list
   
   
6.  Select the Filter from the search list. Select the conditional operator for the filter.
   Figure: Filter condition
   
   
7.  Click Apply to save the filter.
   
   

Advanced Filter

The Advanced filters allow you to define filter conditions at a more granular level with additional filter options.

1. Click Advance Filter.
   Figure: View - Advanced filter
    
   
2. A pop-up screen appears where you can add new filter sets with conditions to the list page.
   Figure: Add New View
   
   
3. Click Add Filter Set to add a new filter to the Manage Contracts list page. The following screen appears:
   Figure: Add Filter Set
   
   
4. In the Field section select a column from the dropdown menu to which you want to add new filters. 
   Figure: Field
   
   
5. Once you select Field value, the Operator column will populate the corresponding operator values in the dropdown menu. Select the Operator. You can select only one option.
   Figure: Advance filter - Operator
   
   
6. Once you select Operator, the Value column will populate the values in a drop-down menu. This is a multi-value field and you can select multiple options. 
   Figure: Advance filter - Value
   
   
7. Click Apply to implement the newly set advance filters on the list page. 

The following table describes the fields and description of Advance Filter pop-up.

Field Name	Description
Field	Select the field from the available list of options.
Operator	Specify the operator for the condition. Available options are as follows: Is  Is Not Is One Of Is Not One Of Is Anything Is Empty Is Not Empty Dynamic
Value	Specify the field value for the selected operator.
	Click Delete icon to delete any filter conditions.
	Click Add icon to add one more row to add filter conditions.
Clear All	Click Clear All to remove all filter conditions.
Cancel	Click Cancel to remove a specific filter condition.
Apply	Click Apply to remove apply a specific filter condition.

And / Or Filter

The And / Or Filter can be used to set filters with two or more conditions.
Figure: And / Or Filter

And - The "and" filter combines two or more conditions; the result is true only if each condition is true. 

Or - An  "or" filter operation combines two or more conditions, and it returns true if at least one of the conditions is met. 

To set the And / Or Filter, perform the following steps

1. Check the boxes for the filter conditions as shown in the below screenshot.
   Figure: Advance Filter
   
   
2. Click the Group option.
   Figure: Group Option
   
   
3. The And / Or option is displayed. A sample screenshot is shown below:
   Figure: And / Or Filter
   
   
4. Choose the required option and click Apply. If you do not want to apply the And / Or filter, click Cancel.

The applied filters count is displayed on the top of the list page along with filter icon. It will provide a quick reference to the applied filters. A sample screenshot is shown below:
Figure: Filters Count

Filters in individual column

You can apply filters on individual columns as well as per your requirements.

To apply filters on individual columns, perform the following steps:

1. On the manage contracts list page, click the filter associated with the individual column.
   Figure: Filters - Individual Column
   
   
2.  Specify the filter criteria based on your requirements.
   Figure: Filters - popup
   
   
3. Click the Filter icon to view the following filter options. Select the Match All or Match Any option from the list to filter the data based on the condition selected. The Match All option is selected, by default.
   
   
4. Select the option to compare the data based on the conditions. Available options are as follows:
5. • Starts With
   • Contains
   • Not contains
   • Ends with
   • Equals
   • Not equals
   • Less than
   • Less than or equal to
   • Greater than
   • Greater than or equal to
   • Date is 
   • Date is not
   • Date is before
   • Date is after
   • Active
   • Not Active
     Note

     The following filter options are available for numeric column values:

     • Less than
     • Less than or equal to
     • Greater than
     • Greater than or equal to

     The following filter options are available for date column values:

     • Date is 
     • Date is not
     • Date is before
     • Date is after

     The following filter options are available for toggle switch Active:

     • Active
     • Not Active 
6. You can click Clear to clear the configured filter and click Apply to set the filter condition.

Search

Use the Search bar at the top of the Manage Contracts list page to find a specific contract. Enter the Contract ID to locate the desired contract.
Figure: Search

Export

Export the current or all the list pages of the contracts in an Excel format using the Export icon.
Figure: Export

Once you click the Export icon, it will give you the option to export all the pages or only the current page in an Excel format.
Figure: Export options