The Contracts Tab is where you create all of your Reports, or Views as they are called in UCM. This is NOT where you go to find a single Contract, that is done with Global Search. This is also where you can make mass changes to groups of Contracts if you have been given the permission to by your Admins.
On the left side of the screen, you’ll find a list of all your previously saved Views. The number of Contracts that each View will display are located in parenthesis. If you have an “S” next to your View, that means that the View was shared with you by another User (you can hover over the S to see which User shared the View with you). You can create any new Views by selecting + Add New View. To get more information about creating Views, click HERE.
By default, you will see all the Contracts in your system that your security settings allow you to. Your security settings will also apply to all Views that you run, so if you have a shared View from another User, you may not see all of the same data in your grid if you both have different permissions.
The Contracts Grid can be broken down into the following items:
(A) Column Headers: The column headers of your Grid are completely customizable to you. Every User has the ability to adjust their own Grid to their liking, and it stays set to your preference (this applies to ALL Grids in the system, not just Contracts). By clicking any Column Header, you can sort the data in your grid, and each header is able to be dragged to display in any order you want. To add more columns to your Grid, simply hover over any Column header and select Columns from the drop down menu accessed by clicking the blue triangle to the right side. Your Column Headers will change depending on the View you currently have selected, as the default Column Headers are preset when you create a View.
(B) Contract Container Link: The Column of either Contract Name or Contract ID gives you links directly into that particular Contract Container.
(C) Records Per Page: The dropdown of Records Per Page allows you to decide how many Contracts to display per page in your Grid. You can select from 10, 20, 50, or 100.
(D) Actions: Contract Actions are not enabled for every User, so you may not see this option on your Grid. More information about Contract Actions can be found HERE, but in general, this is the tool that allows you to preform mass actions on your Contracts, such as Switching Owners or Changing Workflow.
(E) Report: The Report icon up in the top right will take all of the data currently in your View, not just what is displayed on the Grid page, but the entire View, and create an Excel CSV file. A helpful tip; If you generate a Report from a View and then make any formatting edits in Excel to the sheet, be sure to select “Save As” and change the file type from a CSV to an XLSX or else all your formatting will be lost.
(F) Page Navigation/Refresh Grid: If your current View has more data than can be displayed on a single page, you’ll have the ability to move forward or back a single page, or select a specific page number by typing it into the box. The blue arrows to the right allow you to refresh the Grid to look for any new Contracts that may apply to your current View. This can be especially helpful if you are Bulk Loading Contracts into the system and want to check to make sure everything is coming in properly.
(G) Records Displayed: The bottom right corner of your Grid will let you know how many Contracts your View is returning, as well as letting you know which set of the Contracts are currently displayed.