When creating or editing contract agreements in OfficeRnD, you can:
Set limitations on length, deposit, discount, and notice periods.
Define which Teammates can or cannot approve a contract.
If a user without approval permissions exceeds these limits while setting up a contract, they can only send the contract for approval to a preselected group of users. They will not have the option to Add and Approve the contract themselves.
How to activate the approval process
Go to Settings > Platform Modules > Contracts.
Select Approval Process.
Note: Approval rules may behave differently depending on the type of contract being created or edited.
When you select Approval Process, additional settings become available:
Approvers
Use the Approvers field to select Teammates with permission to approve contracts.
Review details of approver actions by filtering and exporting contract data into a
.CSVfile. The file includes:Approver's name
Approver's role
Approver's stamp
Approval rules
Several rules can trigger the need for contract approval. Select any of the checkboxes to activate the following rules:
Rule 1: Approval for discounts
This rule requires approval when a discount exceeds a specified percentage.
Behavior by contract type:
License and lease agreements:
Triggered if the resource price is:
Discounted below the list price by more than XX%.
Set using a discount option exceeding XX%.
Triggered if the resource price is 0.
Does not apply to Billing Plan prices. Applies only to resource prices.
Membership agreements:
Applied to Billing Plans in the same way as resources in other agreements.
If the agreement lacks an End Date, the rule will not apply, regardless of the price.
Rule 2: Approval for short notice periods
This rule requires approval if the notice period is less than the defined duration.
Behavior:
Applies equally to all contract types.
Unlike Rule 1, Membership Agreement rules are unaffected by the presence or absence of an End Date.
Rule 3: Approval for Contract Length
Approval is required if the contract length exceeds or falls short of specified durations.
Behavior by contract type:
License and lease agreements:
Triggered when contract duration does not comply with specified limits.
Example:
A 12-month contract starting on September 20, 2020, will end on September 19, 2021.
If the minimum duration rule is active and the end date is adjusted to September 18, 2021, the rule is triggered.
Similarly, if the maximum duration rule is active and the end date is set to September 20, 2022, the rule is triggered.
Membership agreements:
Rules apply as with License and Lease Agreements.
If no End Date is present, these rules are not triggered.
Rule 4: Approval for insufficient deposits
This rule requires approval if the deposit is less than a multiple (for example, 2 times) of the highest step price for an office.
Behavior by contract type:
License and lease agreements:
Triggered only for resource step prices.
Evaluates whether the deposit meets the multiple of the highest step price.
Does not apply to Billing Plan prices.
Examples:
If the highest step price for an office is $550/month and the deposit is less than 2x550 ($1,100), approval is required.
If a step price changes to $600/month, the deposit must now be at least $1,200.
Membership agreements:
The only difference is that the rule applies to Billing Plans rather than offices.
The rule applies even if the agreement lacks an End Date.
Note: If the user setting up or amending a contract is an Approver, triggered rules will display warnings but allow the user to proceed with Add and Approve.
Rule 5: Approval for addenda
This rule requires approval for contracts with added addenda. This ensures any deal-specific terms are reviewed before being finalized.
Read next
For more detailed information, refer to the following resources:
To set up eSignatures, refer to: