Contract End Date - Notices and Saved Searches

This article is for contract managers to set up advanced notifications so that contract managers do not let a contract expire, and to set up a saved search for quick filtering for expiring contracts.

For contract managers to avoid an expiring contract, you have two main methods of finding out when contracts are expiring:

1. Advanced notifications within contract setup
2. Saved search filter to review expiring contracts

Advanced Notifications

This method is the most reliable method of getting notified. However, it must be made into habit to make this the first setting you change while the contract is in draft status. 

The screenshot below details all the steps.

1. In your draft contract, scroll all the way down until you reach the "Notifications" tab. 
2. In the notifications tab, check "End Date - Advance Notices" to ensure notifications are triggered.
3. Finally, for advanced notice 1, 2, and 3, set up your desired notification values. In this example, we've set it up with advanced notice for 90 days, then 60, then 30. 

It is possible to do this to contracts that are currently in "Executed: In Effect" status, though we would greatly recommend doing this as soon as the contract is in draft to prevent missed deadlines. 

Saving a Search

Advanced notices are great, but you might want to search for other contracts that are expiring soon at the click of a button. It is possible to get there, but it will take a bit of set up. 

1. In Marketplace on the left menu, go to "Contracts" -> "Contracts" -> "Search for a Contract"
2. We want to add the following filters: Institution, Status, and End Date
   • For Institution, ensure that it does not contain the school code. The following screenshot show the difference between the two institutions, where the top Institution is the correct filter:
   • For status, select "Executed: In Effect."
   • For End Date, select "Within: Next X Days." You can choose 30 days, 60, or 90 to filter. 
3. Once these filters are added, click "Save as" at the top right. 
   • If planning to share this with other contract managers, ensure that a shared folder is selected.
   • Otherwise, if applicable, save to a personal folder. 

Accessing a Saved Search

Personal Folder

Once you have a search saved to a personal folder, it will automatically favorite the saved search and will be available under "My searches." 

This will now be available every time you go to the left menu in Marketplace, select Contracts -> Contracts -> Search Contracts -> My Searches. 

Shared Folder

To access a search that another contract manager create, it will require you adding it as a favorite. 

1. Go to the left menu in Marketplace, select Contracts -> Contracts -> Search Contracts -> My Searches.
2. Click on the shared folder that the contract manager created.
3. Click on "Add shortcut."
4. The search will now be accessible under "My Searches," as described in the "Personal Folder" section