Thursday, February 20, 2014

Contract Guardian Delivers Integrated Support

The Integrated Support for Contract Guardian is designed to put the user in control.  We offer three (3) integrated tools for support/communication for your contract management system.

Report an Issue is accessed via the Tab at the top center of every page in Contract Guardian.  The screen capture below shows you that once you click report an issue, you will be presented with the opportunity to describe the situation as well as sending a screen captures if available.  In addition, name and email is requested so that we can respond accordingly.  The  submission goes directly to our support team and developers for resolution.

Support Button provides you with the details of how to reach support via phone and video conference support (Share screen and application).  It also describes the other support mechanisms available.  An ever growing inventory of contract management videos can be accessed directly from here as well.

Feedback Button delivers a generic way to communicate with everyone on the Contract Guardian Team.  Send us a compliment, request, complaint or any other type of message.  Everything is reviewed by Management, Marketing, Sales, Development & Support.

Learn more about Contract Guardian by calling 513.977.4544 or request a demo.

Friday, February 14, 2014

Contract Management Software - After the Email Alerts

Contract Guardian features a simple and elegant feature for Email Alerts. Contract Guardian monitors emails to check if emails are bouncing and if emails are opened. The average Contract Management Software does not include these features. They typically describe their Email alerts with a description similar to the following:

Receive timely email alerts of expiry dates and any other contract deliverable deadlines.
Adding workflows to your system will then automatically inform the user of the next step in the process.  Include digital signatures to your contract workflow and you have a very through cycle.   

Unfortunately, there are still several holes in the previous process where the information falls through without important monitoring.

One of these holes is monitoring emails that bounce.  Here is a real world scenario where Contract Guardian allowed us to react to a bad email address in the system.  A healthcare organization was sending alerts from their account to a single responsible party on a contract.  Contract Guardian monitoring flagged the email when it received a bounce notification from the system.  A quick call determined that the email address belonged to a former employee.  The tracking of this situation allowed the Contract Guardian Administrator to update the contract and remove the user email from the system.  Tracking and notifying the administrator of Out of Office or On Vacation “soft bounces” will help the compliance people know that no activity is taking place at the moment.

Another one of these holes is that there is no way to tell if the email was opened or if the user clicked on any links in the email to take an appropriate action on a contract.  Your contract management system needs to monitor all of this and make the appropriate alerts/notifications.  Here is a typical account showing the Opens vs. Clicks.

The next contract management software email alert chart reflects overall activity for a snapshot of time.  You will notice that for this account, 110 emails were delivered and 2 were bounced.  Filtering by the bounce provide you with the problem email addresses.

Here is a summary of items you should monitor from your contract management software system after the email alert is sent:

Filter Data by:
  • Delivered
  • Rejected
  • Spam Complaints
  • Unsubscribed
  • Hard Bounces
  • Soft Bounces
  • Deferred
United States
United States (Photo credit: Wikipedia)
Analysis Reporting to Consider
  • Compare opens clicks and delivery stats between different groups of emails, based on your own custom search filters.
  • Demographic analysis:
    • Locations – Country, State, City, etc.
    • Email Clients: Chrome, Outlook, Mobile Safari, etc
    • Operating System: Windows 7, Windows 8, Android, IOS, etc.

Learn more about Contract Guardian by calling 513.977.4544 or request a demo.

Friday, February 7, 2014

Contract Management email notifications with mail merge available in Contract Guardian

Use mail merge to create email notifications for Contract Managements

You use mail merge when you want to create a more professional and personal email notification within Contract Guardian.  For example: If you are a hospital that wishes to create a personalized notification of a physician agreement that will lapse, you could include within the body of the notification all core fields and user defined fields for that contract type.

The mail merge process for contract management email notifications uses the following overall steps:

  1. Set up the main contract notification document. The main document contains the text and graphics that are the same for each version of the merged document — for example, the name of the other party.  (Physician, Vendor, Company, etc.).
  2. Insert the fields into the notification template.   Using the email notification system, select the field you wish to show in the email and insert it into the body of the document.   For example, the names and addresses of the vendor.
  3. Contract Guardian does the rest.  It will automatically trigger the notifications and deliver it to the appropriate individuals based on the rules of the notification.  
  4. Note: This is a onetime process.  Once you setup an email notification and provide the merged fields, you can set it and forget it.  
Below is an illustration of the merge field integration process:

Learn more about Contract Guardian by calling 513.977.4544 or request a demo.