This article will cover how to reduce your contract record and supplier record count by utilising some key Gatekeeper features.
Method 1 - Utilising the Auto-Archive feature
A good example use case for the Auto-Archive feature is for NDA's (Non-Disclosure Agreements). When a Contract does not run in perpetuity, you can utilise the Auto-Archive feature to automatically set the record to Archived when the record surpasses its end date. So to summarise, this is best used for short term engagements and/or agreements that do not require renewal management
The Auto-Archive feature can be accessed from Contract > Data > Renewal > Edit > Auto-Archive.
Once you select edit, you will be presented with a couple of options:
- Auto-Archive On/Off - Simply tick the Auto-Archive option to turn this on
- An option to notify the Contract Owner X days prior to the End Date of the record in question. This will ensure that someone has a chance to review this agreement to ensure that they do actually require the record to be archived.
When ready, select Save & Exit to apply the changes.
Method 2 - Bulk Import/Export
When there is a large quantity of Contract Records or Supplier Records over quota, the best option is to use our simple Import/Export Process to update records to Archived as required.
We have some great Knowledge Base Articles on these processes below:
Method 3 - Updating Individual Records
You can update Contract Records or Supplier Records manually through the user interface.
Step 1 is to select the appropriate repository (Contracts or Suppliers)
Once selected, you can navigate to the appropriate record and select the 'Edit' icon
Once selected, you can change the Status to 'Archived'