Milestones - Administration Configuration 

  • AMR = Automatic Milestone Rule
  • Each Rule is created by selecting the following:
    • System Trigger Date (as well as Specific Term Types when using LogicBased)
    • Initial, Reminder, & Final Notice parameters
    • Who receives the Notifications
    • What information comes on the Email Notification
  • Milestone Completion Notes can make it easier to track exactly what was being done by the User who was sent the Notification

Milestones - TERM LogicBased

  • Allows for a Single Date Selection for your Contract Term Dates
  • Will work off the following logic:
    • FIXED – Will send of END Date, unless a NOTIFY BY Date is present
    • ROLLING – Will send off REVIEW Date, if present
    • RECURRING – Will send off the NEXT RENEWAL Date while it is going through renewals, the END Date once it gets to the end of the Renewal Cycles, and if it is present, will send off of the NOTIFY BY Date, which will be calculated off the NEXT RENEWAL or END Date, depending on where the Contract is in it’s renewal lifecycle

Milestones - Emails & Interacting Inside the System

  • All Milestone Emails send out between 5-7AM Eastern
  • If a User has multiple Milestones on the same day, the reminders will be consolidated into one email
  • Each Reminder has a link that will take the User directly to the Container, as well as meta data about the Contract
    • Will have some standard details, but can also have custom Directions added for the Reminder, as well as providing Contract Specific Details, if desired
  • After an Email has been sent to a User, that Milestone will also appear in the Notification Center inside the system
    • If a Milestone ever goes Past Due, it will be highlighted in bold red within the Notification Center
  • Milestones Notifications can either be:
    • “Ignored” for Future Reminder
      • If a User “ignores” their Initial Reminder, because they know they are busy and will pick up the work on the next Reminder Email, they can simply let the system work, and based on the Repeat Notification setting, they will automatically receive a Notice at the next scheduled time
    • Snoozed for a Custom Reminder
      • Users can also Snooze a Milestone, but this is NOT required to continue getting the regularly scheduled Milestones. Snoozing allows the User to pick an ADDITIONAL Reminder between tomorrow’s date, and the date of the next System Scheduled Reminder.
      • Users can NEVER Snooze a Reminder past what the Admin Set Repeat frequency is set to
    • Completed
      • Once a User has Completed their Milestone Review, they can mark as Complete, meaning they will receive no more notifications from that specific Contract & Date
        • If on a Rolling or Recurring Term, once the Date rolls over and the next set of Dates are created, NEW Milestones will automatically be created as well for the new Date
      • Different Companies have different definitions of a Complete Milestone, but hopefully with ALL Reminders now being on a single line, it makes it clearer that Completion should only come when the required actions are done.

Milestones - Workflow & Collab Usages During a Review

  • During a Milestone Review, Specific Workflows and/or Collaborations can be used to help get the Contract Review completed more efficiently, and with a trail of work
  • Creating specific Workflows that only involve the Users needed for Amendment/Termination Reviews, not your full set of Users for “New Contract” Workflows, can help keep things moving and not forgotten
    • Note: If you use a new Workflow, any Views set on the “Active/Fully Executed” Stage would no longer work until the Review is done and the Workflow Stage is updated
  • If you do not need full Workflow tracking & reminders, then Collaboration is incredibly helpful with having discussions, both internal & external, about what should be the outcome of this Review
  • All back and forth will be recorded in the Container, as well as any Documents you send back and forth with an outside Vendor, like Amendments, Renewal Options, or Termination Letters
  • Keeps the Container as “Active/Fully Executed” for Reporting

Milestones - Updating Contracts Post-Review

  • Once a User Completes a Milestone, they should usually go check the following places to ensure all data has been updated:
    • Workflow Stage/Status
    • Contract Terms
    • Contract Values
    • Contract Documents
  • You might have other specific, custom Data and/or Dates your Users should update, but the above are the most commonly needed, and the ones we have seen do NOT get updated all the time

Activities- Ad-Hoc Notifications

  • While Milestones are great for those Dates you know ahead of time will almost always be needed, Activities give you the ability to set up reminders for a Contract at whatever time you need, as well as the ability to reoccur them on either a Daily, Weekly, Monthly, or Yearly pattern
  • While there is no Administration Set-Up for Activities, they can be mass created across multiple Contracts using a View and the Create Corresponding X Records Action