Can I customize/add new contract types? How to use Custom types and Common tags?

If the contract types are not suitable for your needs, you can customize them by using custom types (tags). So, the permanent types cannot be changed but the custom types work just the same. Most companies have their unique needs so you can use those custom types just as the permanent ones. Custom types will also create folders in the Folder view and you can use them as filters in the Search view so there is no difference between custom types and the permanent types. Naturally, you can create just as many custom types as you want and name them just as you want (for example, according to a certain project or a team). Custom types are visible for only that category where you have added it to.

In addition to custom types, you can also use common tags. As custom types are defined per category, common tags are common for every category (contracs and meetings) in your organization. So you can use them, for example, to index your documents. Tag a contract with common tag 1.2.3. and you can use that same tag in a meeting or in an HR document. 

If you want to index your documents or meetings with Common tags or Custom Types (for example, 1.1. & 1.2. etc.), we suggest you add zero to every indexs' beginning (01.1, 02.2., 03.3, 09.9, 10.1, 11.1 etc.). In the Folder view the ordering of the tags is done in the traditional Sort by-method (same as in Folder based systems) and it won't organize the numbers after 10 correctly unless a zero is used in the beginning. If you want to use hundreds in the indexing, you will need to add two zeros in the beginning (001.1, 005.5, 15.5, 100.3) and so on.

Tip: If you would like to have certain set of tags available for your users to choose from, (even if no actual document has the tag yet) you can create one sample document which could have the main type "Template" and add all the tags you would like to have. This way if some tags are not set to any document (except the template document), the users can still see all those preset tags.

Please note: Common tags are visible for every user in your account, even if they don't have user rights to all categories.

Please note also: When you create a common tag in a document category (Contracts, Finance & Admin, HR, Other or Transfer Pricing), that tag will not be visible in any meeting category (Board, Shareholders, Other, Executive) until you take it into use in a meeting. This also works vice versa. This functionality is because we want to reduce excessive information i.e. we hide redundant info until you really need it.

PS. Note that when you create custom types or common tags, it will create a new folder in the folder view (see below screenshot).

Using Your Account in ContractZen

  1. Quick Start Guide
  2. VIDEO: How to create a contract?
  3. VIDEO: How to search and find a contract?
  4. VIDEO: How to create a meeting?
  5. I need help with the service/ I have something to ask from the ContractZen team/ I am having problems with the service, how do I get help?
  6. How does the e-Signing work and what is the pricing?
  7. Can I customize/add new contract types? How to use Custom types and Common tags?
  8. How to e-Sign documents and meetings?
  9. How to create and use a Virtual Data Room (Basic & Pro version)?
  10. How do I delete additional custom types (tags) and common tags?
  11. Can I hide document metadata fields and make them mandatory for the users to fill in?
  12. How to enable Office 365 calendar synchronization?
  13. What is a Virtual Data Room and how much does it cost?
  14. How to change date order (for example, from Day/Month/Year to Month/Day/Year)?
  15. How to delete documents' and meetings' contacts?
  16. Can I add email conversations to ContractZen?
  17. What is MeetingBook and how does it work?
  18. Who can create the Meeting Minutes?
  19. Who can be added as an attendee in a meeting?
  20. How to use the Meeting Scheduler?
  21. How to manage multiple accounts?
  22. How to edit access rights?
  23. How to add documents to your ContractZen account?
  24. How do I invite other users to join my ContractZen account?
  25. How do I edit the user list when an employee leaves the company?
  26. How to add my company's VAT ID to my account?
  27. How to organize documents with Common Tags in a Virtual Data Room (Index View)?
  28. I have forgotten my User ID.
  29. How can materials from board and other meetings be managed more efficiently and securely?
  30. How to use board portal tools (Agenda, My Notes, Review & Final)?
  31. How can I change my email address?
  32. What is the maximum file size in ContractZen?
  33. The documents sent to inbox are not encoded correctly
  34. How to see a report of which documents are signed?

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