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Legal Files for contract management is a complete, end-to-end solution that manages every phase of the contract lifecycle: contract creation, review, execution and renewal. And because Legal Files is extremely flexible and easily customized (even by the non-technical user), the system provides the ideal collaboration tool for multiple departments in your organization involved in the contract process:
- Legal
- Contracts
- Procurement
- Risk Management
- Vendor Management
- IT
- HR
- Sales/Marketing
Legal Files is available as a web/browser-based system or desktop client/server application. Both versions have simple, easy-to-navigate screens, including user-definable dashboards, "quick-fill" data fields and any number of contract templates to help:
- Streamline the entire contract process
- Reduce training and deployment times
- Maximize cost savings
Features
Centralized contract repository for all types of contracts and agreements: goods and services, vendors, leases, employment, sales, etc. Unlimited user-defined data fields enable contracts to be easily profiled, filtered and cross-referenced by the contract criteria that are important to your organization: type, category, status, urgency, high value, performance measures, outcomes, risk level, etc. Creation and storage of contract templates so new contracts can be quickly assembled using custom data fields and standard clauses. Tracking of all deadlines, communications and contacts/parties related to your contracts. Linking master contracts to related sub-contracts. Expense, payment and invoice tracking.
Document Management.
Store all types of files: Word, WordPerfect, Excel, PDF, scanned images and other formats. Preserve document history with version controls. Provide additional levels of security during authoring and the review process with document locking and Check-in/Check-out capabilities. Locate documents by user-defined profile criteria. Search easily by keyword or phrase using full-text search capabilities.
Collaboration Tools.
Portal views provide secure access to all related parties or reviewers. Views and security rights can be restricted by role, or on a per-contract basis. Accessible through your own network or via the Internet. Contracts, notes and action items can be routed to designated parties. Contracts and other documents can be emailed directly from the system using Outlook, Lotus Notes or GroupWise. All emails and documents - both sent and received - can be stored, tracked and retrieved.
Customized Workflows.
Create any number of customized workflow templates for different types of contracts. Launch specific workflows at designated stages or steps in the contract process (contract creation, approval, signature, execution, termination or any status you define or select). Assign tasks or events based on user-defined role or purpose (author, reviewer, level of approver, etc.). Modify standard workflows to accommodate special situations or processes. Synchronize action items to tasks and calendars in Outlook, Lotus Notes or GroupWise.
Track Milestones.
Use the Legal Files "Notification Service" to establish milestones and create ticklers for any number of key contract dates (reviews, renewals, payments due, rate escalations, expirations, etc.). Send automatic email notifications for milestone dates to both internal and external contacts. Create an unlimited number of alerts based on days before or after the designated date. Choose recipients based on their user-defined roles. Enter your own "boilerplate" text to be used as a template for each email alert. Receive a daily status report of all alerts sent.
Reporting.
Query contracts in numerous ways with built-in flexible reporting tools. Generate custom reports that fulfill your organization's needs. Use reports to identify and address priority contracts and locate contracts associated with certain products, services or business segments. Works with many third-party report writers, including Crystal Reports.
Compliance.
Maintain complete contract history for future reference or auditing purposes. Define workflows to track your unique business requirements. Provide an audit trail for compliance with Sarbanes-Oxley and other applicable regulations. Generate reports on key compliance/non-compliance issues at any time.
Implementation Services.
Legal Files' experienced team of developers, IT professionals, project managers and trainers will help make your contract management implementation a success by proving these vital services: Conversion of legacy contracts from any existing databases or contract repositories. Implementation services, including data mapping, project planning and installation assistance. Training for all levels of users, including management and staff, via onsite training and online courses.
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