Use the built-in notifications in CalUsource to get reminders for key dates (e.g. COI expiration, etc.) associated with the agreement.
Administrators and Team Members can set up notifications, then rely on the system do the work of sending reminders when they are most effective. Administrators and Team Members can create as many notifications needed, however, the following notifications are setup by default:
|Contract is Executed||Administrator, Sponsor|
|Contract Expires: 90 day reminder||Administrator, Sponsor|
|Contract Expires: 60 day reminder||Administrator, Sponsor|
|Contract Expires: 30 day reminder||Administrator, Sponsor|
|Contract Signatory Notice||Administrator, Internal Signatory|
Do you need to: Create a new Notification or Edit an existing Notification?
Create a new Notification
Open the Contract and click on Notifications to expand the panel.
Click on the plus icon to create a new Notification.
A new window will open. Fill out the relevant fields and save your changes when complete.
Give the notification a descriptive name.
The most common notifications have been set up as Templates. Review the existing templates or ignore this option to create a custom notification from scratch.
It is best practice to use the templates! They were built for you.
The latest template, Contract Signatory Notice, will send to the contract administrator and the internal signatory automatically, while additional cc’s can be added as needed.
The status of this notification can be set to on or off. New notification will default to the "on" value.
The alert has three options that define if the notification should go out before a date, on a specific date, or after a date. Additionally, you can setup recurring notifications.
If Alert = ON
You can pick any of the defined dates in the agreement, or you can pick a custom date.
A custom date is useful when you are setting up a notification not tied to the contract dates itself (e.g. Certificate of Insurance expiry reminder).
If Alert = BEFORE or AFTER
You can configure the notification to be sent at a set amount of time before or after any of the defined dates in the agreement.
You can also setup notifications to be sent on a recurring basis.
To and CC
The To and CC fields can be filled-in with a user's role (variables) in CalUsource, or the email address of any user in CalUsource.
There are almost 100 variables available for you to use in the Subject and the Content of your notification.
For example, instead of a writing a subject line like:
- This contract will expire in 90 days
You can write something more helpful like:
- [Contract Name] [Contract Number] will expire in 90 days.
The email subject line will read:
- ACME Awesome Agreement 12357W will expire in 90 days.
Keep the subject line as short and descriptive as possible. Most email programs will cut off subject lines around 50-60 characters. Be succinct and use Variables as needed.
Contract "[Contract Name]" ([Contract Number]) with supplier "[Supplier Name]" is about to expire in 120 days
The body of the notification email is unique for each template. If you are going to skip the templates and build your reminder from scratch, do not forget to make use of the available Variables.
The Preview button will show you how the notification will read with any Variables replaced with their values.
When you have completed your changes, save your work.
If you click Close, your changes will be discarded.
Edit an existing Notification
The default contract expiry notification of 90, 60, and 30-day reminders can be changed or disabled entirely.
To disable the notifications, click on the Status toggle.
To edit an existing notification, click on the pencil icon.
Fill out the relevant fields and save your changes when complete. See the beginning of this article for complete details.
For a complex agreement that requires you to competitively bid, the 30-, 60-, and 90-day reminders might not be practical. Edit the any of these expiry notifications and change it to a longer reminder window (e.g. 120-day reminder).