Contract and Vendor Quota Management

Estimated Read Time: 2 Minutes

Sections in this article:

• Auto-Archive Contracts
• Bulk Update Records
• Update Individual Records

This article highlights features that can help you stay within your contract or vendor record quota.

Auto-Archive Contracts

The auto-archive feature automatically changes the status of a contract record to Archived once it has surpassed the end date. For example, this can be used for contracts that do not run in perpetuity or that don't require renewal management. It’s recommended to enable auto-archive when creating contract records, where appropriate, to ensure expired records are archived automatically. This can be managed in the Renewal section of a contract record.

See Auto-Archive Contracts for further details.

Bulk Update Records

If you have a large number of contract or vendor records over quota, the recommended approach is to use the Import/Export process to bulk update records to Archived, as needed. This allows you to update records en masse, using a spreadsheet. See the following articles for a detailed breakdown:

• Import and Export Vendor Data
• Import and Export Contract Data
  
  

Update Individual Records

You can update contract and vendor records manually through the user interface, setting them as Archived one by one. This is the recommended approach when there is only a small number of records to update. To do this:

1. Navigate to Contracts or Vendors, as required.
2. Expand the 3 dots on the relevant record, then select Edit.
   
3. Select Archived from the Status dropdown list.
   
4. Click Save & Exit.