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Create, Update, and Manage Contracts

Learning Objectives

After completing this unit, you’ll be able to:

  • Explain the contract creation process.
  • Create a contract and update it.
  • Explore the contract record and contract documents pages.
  • List contract operations.

Meet the Contract-Creation Process

During the contract-creation process, a salesperson creates the contract from an opportunity, quote, order, standard object, custom object, or a standalone contract.

Different ways to create a contract like from object or standalone.

If a contract is created from an opportunity, quote, or order, Salesforce creates the required line items. Contract line items are products covered by a service contract (and not a general contract). You can only use contract line items if you use products in Salesforce. If the contract is created from a custom object, you create the line items manually.

Each new contract includes a contract document record representing the first version. You can apply a document template and create additional versions of the contract document as you customize it.

So far, Candace and her team have been winning numerous deals. But each sale involves a number of contracts, which can be hard to manage. Given the significance of contracts to the business, the team needs a way to efficiently create and maintain contracts associated with their quotes, opportunities, and orders.

With Linda, the Salesforce Admin, having defined contract types and the state model for Cloud Kicks, Candace can create and manage contracts in a streamlined way.

Sign Up for a Developer Edition Org with Salesforce Contracts

To complete this module, you need a special Developer Edition org that contains Salesforce Contracts and our sample data. Get the free Developer Edition and connect it to Trailhead now so you can complete the challenges in this module. Note that this Developer Edition is designed to work with the challenges in this badge, and may not work for other badges. Always check that you’re using the Trailhead Playground or special Developer Edition org that we recommend.

  1. Sign up for a free Salesforce Contracts Developer Edition org.
  2. Fill out the form.
    • For Email, enter an active email address.
    • For Username, enter a username that looks like an email address and is unique, but it doesn't need to be a valid email account (for example, yourname@example.com).
  1. After you fill out the form, click Sign me up. A confirmation message appears.
  2. When you receive the activation email (this might take a few minutes), open it and click Verify Account.
  3. Complete your registration by setting your password and challenge question. Tip: Save your username, password, and login URL in a secure place—such as a password manager—for easy access later.
  4. You’re logged in to your Developer Edition.

Now connect your new Developer Edition org to Trailhead.

  1. Make sure you’re logged in to your Trailhead account.
  2. In the Challenge section at the bottom of this page, click the playground name and then click Connect Org.
  3. On the login screen, enter the username and password for the Developer Edition you just set up.
  4. On the Allow Access? screen, click Allow.
  5. On the Want to connect this org for hands-on challenges? screen, click Yes! Save it. You’re redirected back to the challenge page and ready to use your new Developer Edition to earn this badge.

Create a Contract

It’s time to create a contract. Follow along to complete the steps in your DE org.

  1. Using the Lightning App Launcher App Launcher, navigate to Salesforce Contracts.
  2. In the Lightning Navigation bar, click Quotes. From the list view dropdown, select All Quotes.
  3. Click Acme Sneakers Quote to open the quote page.
  4. Select Create Contract to open the contract page.

Quote record page with Create Contract button highlighted.

A new contract record is created based on the default record type with a link to the parent object record.

Know the Contract Record Page

From this page, you can modify the record, contract header, contract states, and tabs.

Click the plus icon (+) hot spots on the image to explore the contract record page.

Edit a Contract and Generate a New Contract Document

You can update contract details, such as the contract start date and the duration. After that, you’re ready to generate a new contract document.

  1. On the Details tab, enter today’s date for Contract Start Date and 24 for the Contract Term (months).
  2. Save your work. The contract start and end dates and the contract terms are updated in the contract header.
  3. Click Create Contract Document.
  4. Select Generate Contract to choose a document template.

The tab where you generate a new contract document from the contract page.

  1. Select the Cloud Kicks Quote Agreement (Version 1) [DocX] template from the dropdown.
  2. Click Generate Document, Continue, and OK. The document template is displayed in the pane.
  3. Click Check In.

The contract page shows the section where you check in the document.

You’re finished generating Version 1 of the contract document and Word and PDF versions are attached.

Contract Operations

Select the tabs to find out the different tasks you can perform with contracts.

Explore the Contract Documents Page

The Contract Documents page shows contract document versions and their attached files. Each time someone modifies a contract, a new version is created. The Object State Definition controls the operations available for each contract version, who can perform the operations, and at which point in the lifecycle.

Click the plus icon (+) hot spots on the image to learn more.

Submit and Sign the Contract

Once the contract document is created, you can send it for internal approval.

Optionally you can take these steps in your DE org.

  1. Click the Submit for Approval contract action. The contract status updates to In Approval Process. The approver receives an email notification.
  2. Click the bell in the top right, and then click the contract approval request notification. This opens the Contract Approval Request page, which shows a status of Pending.
  3. Click Approve, enter Approved, and then click Approve again. The Contract Approval status changes to Approved.
  4. Go back to the Contract record page tab, and refresh the page. Notice the contract status is Negotiating and the actions are different. The contract is ready to send to the customer for e-signature.

If your Salesforce Contracts system is integrated with DocuSign, you can send the contract for e-signature using Send for Signature action. Once signed by the recipient, a copy of the signed document is attached to the contract record. Finally, you’re ready to activate the contract using Activate Contract.

Update a Contract

On the opportunity, order, or quote record page, click Update Contracts to update an existing contract.

Quote Record page with the Update Contracts button highlighted.

You can also update or add new contract line items and create new document attachments.

Note

To use the Update Contracts action button, the contract must be in Draft state and have been created with the Create Contract action button.

Create Better Contracts Faster

So far, you learned how to simplify contract creation and update. Plus, you delved into building contracts from various sources and navigating the approval process. At CloudKicks, Candace and her team can now focus on their core competencies, manage more clients, and increase efficiency.

In the next unit, you explore contract document templates.

Resources

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