Contract & Document Management on SourceDogg

Transcription

1 w Contract & Document Management on SourceDogg Date: Contents Heading Heading 2... Error! Bookmark not defined. Heading 3... Error! Bookmark not defined. 1

2 Contents Contents Introduction Contract Management Create a Folder Create a Contract Working with Existing Contracts Document Management Create a Folder Create a file Using Documents in SourceDogg

3 1. Introduction SourceDogg is a leading eprocurement software and service provider committed to offering the easiest-to-use procurement software experience globally. In this document, we will go through all areas of SourceDogg with clear and easy to follow instructions. This document will enable SourceDogg s Buyer Organisations Users to fully familiarise themselves with SourceDogg s full suite of tools and capabilities. Please note any Red & Green writing & lines in the screen grabs are for explanation purposes only and are not in the SourceDogg software. 3

4 2. Contract Management SourceDogg Contract Management is a centralised electronic repository allowing organisations to store, track, share and monitor contracts enabling them to manage the right contract, at the right time. SourceDogg allows the User to create Folders and Sub Folders and create a detailed contract repository. 1. Create a Folder To create a Folder or Sub-Folder, click on Contracts in Resources dropdown on the Tool bar, or click the Manage Contracts Tile on the homepage. 4

5 Contracts can be organised into folders. This will enable catagorisation and make the contract database searchable. They can be can grouped by category, department or value. To navigate between folders and Contracts, just click the name of the relevant item. The uppermost bar will show current location, and any Contracts or folders you create will be added at that location. Other controls on this page include a search box to help you find specific Contracts by title, Tag or participating Supplier, and a cog button allowing you to edit or delete items. 5

6 2. Create a Contract The Screen Grab below shows the Contract creation page. 6

7 Title: Contract title Upload: Attach a document (or multiple) e.g. draft & signed copies Contract Team: Assign roles & nominate team members to receive notifications about this contract. Tags: This is an internal field at which the User can enter Tags. Tags are a way of categorising and labelling different areas of SourceDogg. Here tags such as Construction, Project Number, Building Maintenance etc.. can be used. Participants: Link the contract to the relevant Suppliers Contract Value: The Currency and Value of the Contract Start Date & End Date: The Contract Dates Key Dates: Choose dates relative to the start/end date or choose manual date. These dates can be in the past or future. For future key dates, reminders will be sent to the assigned Users. 3. Working with Existing Contracts Users with appropriate Permissions can edit or delete contracts they are included in as Team Members. Admin users can edit or delete any contracts, regardless of whether they are included. To edit or delete a contract, click the cog icon next to it and choose the relevant option. Editing a Contract allows you to change any of the information entered when the Contract was first created. Deleting a Contract removes it from SourceDogg permanently. Download allows the User to download any documents related to a contract from the cog menu, without having to view the details of the Contract. 7

8 3. Document Management SourceDogg Document Management works very like Contract Management. The Document Management Library is an online centralised location for an organisation s Documents. This can then be accessed from anywhere, and on any device. The Document Library is located under the Resources tab in the tool bar, or via it s Homepage Tile. The Documents Library allows for the creation of Folders and Sub-Folders to catagorise and manage the Documents. 1. Create a Folder To create a Folder or Sub-Folder, click the Create tab on the top right. Other controls on this page include a search box to help you find specific Documents by Title or Tag, and a cog button allowing you to edit or delete items. 8

9 2. Create a file To create A New Document, select Document in Create Option. 9

10 Any File type can be added here including Video or drawings. There is no file size limit. The Title and Tag are the only fields to be filled in. Tags are a way of categorising and labelling different areas of SourceDogg. Here, Tags such as Construction, Project Number, Building Maintenance etc.. can be used. 3. Using Documents in SourceDogg As Seen in the Request and Survey Sections, the Documents library can be used to attach files or documents to specific Requests and Surveys. The Attach Document option will always open the Document library. The option of My Computer is also available. 10