Each contract must have an associated contract type. The contract type consists of a few general properties and a set of fields for collecting data about the contract. Create the custom fields before you create the contract type. A custom field can be included in many contract types.

The Contract Fields tab lists all contract fields in the left pane and shows details about the selected field in the right pane.

»To create a custom field

1. Show the Contract Fields tab in Contract Administration. The Contract Fields tab lists all contract fields in the left pane and shows details about the selected field in the right pane.

2. Click the New button on the toolbar to open the Contract Field window.

3. Click in the cell in the right column to enter data for each property. The properties of the field may be different depending upon the selected field type (short text, check box, dropdown menu, date, etc.)
4. If you selected a field type of Radio Group, Dropdown Box, or Check List, then Iasta SmartSource displays an area for creating Options at the bottom of the Contract Fields window. You should create the options that the user can select when entering data for the field. For example, create an Annual Revenue field, select a field type of radio group, and create these options: < 1M, 1-5M, 6-10M, and > 10M.
5. Click Finish to save the field.

Custom Field Properties:

• Display Name: Enter the text that will be used as the field label for users entering data.
• Field Name: Contract Management automatically enters the text from the Display Name without spaces. View only.
• Field Type: Select the type of field (and the mode for users to enter data). Supported field types are:

• Short Text: Users enter free-form text.
• Long Text: Users enter free-form text.
• Check Box: Users select or deselect a check box.
• Radio Group: Users select one item. Create options in the Options area.
• Dropdown Box: Users select one item from a list. Create list options in the Options area.
• Numeric: You can define the field format to show currency symbols, commas and decimal points. 
• Date/Time: Users select a date and time from a calendar control.
• Check List: Users can select multiple items in a list. Create options in the Options area.
• Sequence: Have Contract Management auto number items for you. You can define the syntax with a prefix and/or a suffix. 

• Minimum Length: For short text and long text field types, enter the minimum number of characters that are allowed.
• Maximum Length: For short and long text field types, enter the most number of characters that can be entered.
• Minimum Value: For numeric field types, enter the lowest number that users should be allowed to enter.
• Maximum Value: For numeric fields types, enter the highest number that users should be allowed to enter.
• Numeric Format: Select a format from the list or enter a custom format of your own. Numeric formats can include alphanumeric prefixes/suffixes, dollar signs, decimal points, etc.  A # indicates a variable for a number, a 0 in the format indicates a zero should be displayed if no number is entered.
• Default Value: For Date/Time fields, select a data to be the default date entered or choose None if there is no default value. For numeric, long text, short text, and check box field types, enter a value that will be used as the default data for all new profiles. For check list, dropdown box, and radio group fields, select a value from the list of options entered in the Field Options area. (You must create the list in the Options area before you can select it here.)
• Required: Field must be entered when creating a contract.
• Sequence Format: For Sequence type fields, select one of the provided formats or create your own, using "0"s  as a placeholder for the auto-incrementing number.  The sequence format can include prefixes and suffixes. Use single quotes to preserve a space, e.g. ID 1, ID 2, ID 3, etc.  would have a format of: ID' '0
• Field Options: For check list, dropdown box, and radio group fields, create the items that users can select by clicking on the toolbar and entering the label text for options such as "yearly", "monthly", and "weekly" in the highlighted text field in the list. Use the Edit and Delete buttons on the Options toolbar to edit or remove options. Use the up and down arrow buttons on the toolbar to reorder items.

»To edit or delete custom fields

1. Select the field you want to edit or delete in the list.
2. Click to open the Custom Field Properties window for editing the currently selected field or click to delete the selected field.

WARNING: If you delete a custom field and the field is currently used by a contract, the data in the field will still appear for those contracts but will not be included in any future contracts created from the contract type.

»To export custom fields

1. Select the Field you want to export and click the Export button on the toolbar.
2. Select "Export Page to Word" or "Export Page to Excel." The selected application launches and displays the list of custom fields and their properties.

»To print custom field definitions

Click on the toolbar.

Related Topics

Contract Types

Contract Triggers

Creating New Contracts