Configuring and Notifying Multiple SPOCs For Contract Expiry

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Last updated: Apr 22, 2024 by Shilpa K (Deactivated)Version comment
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Feature released in SummitAI Asset Management (Sierra SP1, Asset Management)

What's New?

Now, multiple SPOCS receive Contract Expiry Notifications. If multiple expiry alerts are configured, the SPOC receives multiple e-mails based on the configurations (notifying X number of days before Contract expiry). For more information, see  Adding Contract or Agreement Details.

For example, if the e-mail notifications are configured to be sent before 1 day, 15 days, and 30 days of Contract expiry, the configured SPOCs will receive e-mail notifications before 1 day, 15 days, and 30 days of Contract Expiry. The Administrators can configure the SPOC names to send the Contract Expiry Notifications.

SPOC Types

  • SCM SPOC: The SCM SPOC (Supply Chain Management Single Point of Contact) is the focal point for the services and facilities involved in SCM functions. 
  • User Dept SPOC: The Dept SPOC (Department Single Point of Contact) is the focal point for the services and facilities of a department.
  • Legal SPOC: The Legal SPOC (Single Point of Contact) is the focal point for all the legal compliance of the department.

On the CONTRACT MANAGEMENT page (Asset > User > Manage Assets > Contract Management > Select a Tenant under FILTERS > Select a Contract under LIST), specify the SPOC names in SCM SPOC, User Dept SPOC, and Legal SPOC fields, respectively. For more information, see Adding Contract or Agreement Details.

Figure: CONTRACT MANAGEMENT Page

Configuration

ASSET ALERT CONFIGURATION Page

On the ASSET ALERT CONFIGURATION page (Asset > Configuration > Others > Asset Alert Configuration > Select the Tenant on the FILTERS pop-up > Click SUBMIT > Click ADD NEW under ACTIONS panel > Select Alert Type as Contract Management), if the CONTRACT SPOC check box is selected, the Administrator needs to configure the different SPOCs, and specify the SPOC names in the SCM SPOC, User Dept SPOC, and Legal SPOC fields on the CONTRACT MANAGEMENT page (see: Adding Contract or Agreement Details) . The configured SPOCs receive the Contract related notifications.

Figure: ASSET ALERT CONFIGURATION page

For more information about configuring Asset e-mail notifications, see Configuring Asset Alerts.

APPLICATION SETTINGS BY TENANT Page

The Administrators can configure the SCM SPOC, User Dept SPOC, and Legal SPOC fields on the APPLICATION SETTING BY TENANT page (Asset > Configuration > Others > Application Settings > Select CONFIGURE BY TENANT from the ACTIONS panel) as required to be displayed on the CONTRACT MANAGEMENT page. The Administrators can make SCM SPOC, User Dept SPOC, and Legal SPOC fields enable/disable and mandatory/non-mandatory on the APPLICATION SETTINGS BY TENANT page. The field name for the SPOCs can be configured from the respective Field Display Name field. Based on the configurations, these fields are displayed on the CONTRACT MANAGEMENT page. For more information, see Configuring Asset Application Settings.

Figure: APPLICATION SETTINGS BY TENANT Page