Contract management software from otris

Document and archive all your Contract correspondence easily and directly from Microsoft Outlook or other Microsoft Office applications. The Office Drop plugin connects Microsoft applications with your otris contract solution. You use the plugin to select Contract files to which you want to assign e-mails, for example. Regardless of whether you select a single email or several messages – otris contract breaks down the content (text, subject, sender, attachments) and organises it into the structure of the digital contract file. The result: a seamless contract history with complete correspondence. You can also access the contract database from Microsoft Office applications such as Microsoft Word or Excel and send documents to the target contract file without having to open otris contract.
The Office integration works bidirectionally. This means that you can use the Office Drop not only to transfer data from the Office application to otris contract, but also from otris contract to the Office application. Example: You want to attach a document that is stored in otris contract to an e-mail that you are writing in Microsoft Outlook. You use the plugin to access otris contract from Microsoft Outlook in order to select the relevant document and attach it to the e-mail. With the additional desktop component, you can import files from your drives into otris contract using drag & drop.

The Signature interface enables the digital signing of documents in otris contract according to the respective procedure of the connected signature platform (e.g. DocuSign, FP Sign). Draft contracts that you prepare in otris contract are sent to the signature service provider via the interface at the touch of a button. The signature service provider creates an electronically signable version of the document. The recipient receives the document for verification/signature and is notified by e-mail. Once the contract has been signed, otris contract assigns the document to the corresponding file and updates the status.
You can obtain the licence for the signature interface from otris software AG. Licences for the use of the signature service can be purchased from the signature service provider of your choice.

The Creator module combines a template library with a clause library and supports you in creating contracts. The creation of Contract templates is simplified by the contract designer generating a template in the specified corporate design by simply selecting the desired clauses. Contract creation is simplified by the contract creator entering the required parameters (e.g. Duration, Contract Sum, Subject) for the selected template, which are then inserted into the draft contract in the correct place by the system. In this way, even employees without legal training can create legally compliant contracts. The system automatically documents which clauses were used in which contract.

The CRM / ERP connector is a uni- or bidirectional interface between CRM / ERP systems and otris contract. On the one hand, the interface is used to transfer business or contract partner data from a CRM or ERP to otris contract. In the other direction, otris contract-specific information is transferred to the system as links. In addition to this special connector, the software can be connected to any other third-party systems. The otris contract architecture ensures uncomplicated integration into your existing IT infrastructure.

The Archive module enables audit-secure archiving and chronological snapshots of contracts for a transparent Contract history. Various contract statuses including the associated documents, attachments, Remarks, notes or emails are ‘frozen’.

The archive component is certified by KPMG in accordance with IDW PS 880 and fulfils the requirements of commercial and tax law. These include the principles of proper accounting (GoB), the principles of proper IT-based accounting systems (GoBS), the principles of data access and verifiability of digital documents (GDPdU) and the Federal Data Protection Act. An Authorisation concept for active archiving and access to archived Contracts can be set up individually. Through the use of open interfaces, the expansion to a comprehensive archive can also be driven forward for data from third-party solutions. Communication with third-party solutions can take place at the touch of a button, through actions in workflows or automatically – for example, controlled by a predefined status change.

The App Extendet extension makes the myContract app configurable and unlocks the full range of functions for mobile contract management. In addition to the advantage of transferring documents and processes that can be used offline to your mobile device, you also benefit from the option of executing actions: Approvals, forwarding or comments are handled via the app. Preconfigured, the app maps a classic application scenario in Contract management. If necessary, you can make adjustments, extensions or changes to the preconfigured functions and authorisation structures independently and without programming knowledge in the administration area.

A contract for a service that could be purchased more cheaply elsewhere is unintentionally extended. The opportunity to negotiate has been missed. How do you prevent unwanted Renewals?

otris contract ensures security in Contract controlling through automated monitoring of terms and deadlines. You keep an eye on all deadlines and adhere to all Contract Terms. Events and possible actions relating to contracts are monitored automatically. The system informs you whether a Contract is due to expire, whether a cancellation option can be used or whether a Renewal is due.

otris contract, informs the responsible users and Divisions in good time by email and actively protects against unnecessary risks. Integrated escalation control ensures reliable monitoring of deadlines and dates. E-mail notifications are sent to an extended group of recipients before a specified response time has elapsed. Optionally, recipients from other hierarchy levels can also be added.

An employee is looking for a Contract but can’t find it because it’s on another employee’s local hard drive. This is not only frustrating, but also time-consuming. How do you create transparency?

otris contract shortens the time employees spend gathering information through centralised data storage and extensive search and sorting functions. Employees have more time for the actual tasks involved in Contract management: e.g. checking contract descriptions, negotiations, invoicing, researching contract terms, controlling. Up-to-date and complete information in these areas is the basis for legally and commercially correct decisions.

An audit is due. Comprehensive data on receivables and payables from existing contracts must be collated quickly and correctly. How does digital contract management simplify reporting?

otris contract helps you – not only for external audits – to understand which receivables and payables result from contractual relationships. Costs and income are recorded and directly assigned to the contracts that caused them. Regularly recurring payments are only stored once as a periodic Payment series and automatically calculated further.

Payments can be displayed graphically and in tabular form, analysed and transferred to Excel workbooks. Generate reports at the touch of a button and quickly gain an overview of all expenses and income for the stored contracts. Monitor compliance with budgets, create forecasts for future developments or calculate statements of outstanding payables.

A loan agreement ends up in the hands of an employee. The contract contains sensitive information that is not intended for him, but only for the management and finance department. How do you improve data protection in your contract management?

otris contract regulates access to contract types and individual contracts via a fine-grained authorisation concept. When setting up the system, you define which principles this authorisation concept follows: e.g. the authorisation that employees of a defined Division with a managerial function have read and write access to certain contract types and that the remaining contracts are not displayed for them. With otris contract, access can be controlled not only for individual companies, but also for the group-wide corporate structure.

Contract management is a process for the efficient administration of contracts, from creation and signing to archiving and monitoring compliance with contract terms and conditions. The aim is to optimise performance, minimise financial and operational risks and ensure compliance with legal and internal guidelines.

Contract management includes contract creation, negotiation, signing, storage and analysis as well as the monitoring of deadlines, risks and compliance requirements. Contract management includes tools and processes to manage contracts efficiently and minimise operational and financial risks.

Thanks to years of experience and continuous further development, otris contract has a very high professional standard. In addition, our contract management software can be combined with other otris-legal solutions and offers a high degree of flexibility.

Our three editions can be combined with other modules as a basis. The otris contract ENTERPRISE plus edition is fully customisable and can be adapted to all company-specific requirements, processes and interfaces.

The edition is based on an open DMS. All company-specific requirements can be implemented using standardised extensions and optional individual programming.

The technical requirements for using otris contract are very low. If you use our solution as SaaS, all you need is Internet access and a browser.

Contract management software helps to reduce costs and increase efficiency on many levels by automating administrative tasks, reducing manual effort and errors, ensuring compliance and optimising contract terms.