Contract Management

Overview

The Mythradon Contract Management App provides a powerful, centralised solution for managing business agreements with confidence and control. It allows your organisation to maintain digital records of all contract documents—such as contracts of sales, supplier contracts, terms and conditions, privacy policies, and pricing schedules—by attaching relevant files directly to each contract record.

Whether contracts are generated internally or received from external parties, this becomes your single source of truth for managing agreements with clients, suppliers, and partners. Contracts can be linked to key entities including Accounts, Contacts, Parent Contracts, and more—ensuring full context and traceability.

Built-in tools streamline contract distribution, enabling digital acceptance workflows with confirmation tracking. You'll gain real-time visibility into each stage of the process—when documents are sent, opened, and signed—enhancing accountability and compliance.

Automated reminders for upcoming expiry dates ensure you never miss a renewal or follow-up. From creation to closure, the Mythradon Contract Management App supports the full contract lifecycle, helping your teams operate more efficiently and maintain strong governance across all agreements.

Note

Mythradon Contract Management is a separate add-on from Mythradon Proposal Generator.
However, Mythradon Proposal Generator requires Mythradon Contract Management to function.

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Create a new Contract

To add a new Contract in Mythradon, follow these steps:

• Navigate to Contracts from the main menu
• Click the Create Contract button
• Choose the type of contract you want to create by clicking the Create button

Mythradon supports two types of Contracts: Offline Contracts and Proposal Contracts.

Offline Contracts are intended for agreements created outside of Mythradon, such as those prepared in Microsoft Word or another external application. These externally generated files can be uploaded and attached directly to the Contract record within Mythradon. Signing of Offline Contracts is performed outside the system, and Mythradon does not provide signing controls or maintain an audit trail for the signing process.

Proposal Contracts, on the other hand, are generated within Mythradon using the built-in Proposal Generator. This contract type supports a higher level of automation, including content generation and a secure, multi-factor electronic acceptance process. The entire acceptance process is fully audited—Mythradon tracks who viewed and accepted the proposal or contract, when it was viewed and accepted, and the IP address used at the time.

Offline v's Proposal

You can create either an Offline or a Proposal contract. The Proposal option is only available if the Mythradon Proposal Generator App is installed and licensed.

Once a contract type is selected, it cannot be changed. If you accidentally choose the wrong type, click the Cancel button to exit and restart the process.

Contract Fields

Overview

These fields provide general contract information and help manage the contract throughout its lifecycle.

Field	Description
Name	A clear and descriptive name used to identify the contract.
Status	Read-only field showing the current stage in the contract lifecycle (e.g., Draft, Sent for Signing, Active, Cancelled). Automatically updated as the contract progresses.
Type	Specifies the category of contract, such as Client Contract or Supplier Contract. Additional types can be configured by administrators via the Entity Manager.
Signature Type	Indicates whether the contract is an Offline document or a Proposal. Set during contract creation and cannot be changed.
Unsigned Contract File	Upload field for attaching the original, unsigned version of the contract.
Signed Contract File	Upload field for attaching the fully executed, signed version of the contract.
Contract Timezone	Timezone used to interpret all date and time values related to the contract.
Contract Ends At	The specific end date and time when the contract is set to expire.
Effective Date is Signed Date	When checked, the effective date is automatically set to the final signature date.
Effective Date Time	Manually set the exact date and time the contract becomes legally effective.
Description	Optional text for notes or context related to the contract.

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Signing Parties

These fields track the people and entities responsible for reviewing and signing the contract.

Field	Description
External Signing Parties	Contacts outside your organisation who are required to sign the contract.
Internal Signing Parties	Internal users or staff members authorised to sign the contract on behalf of your organisation.
Assigned User	The internal user responsible for managing this contract.
Teams	One or more internal teams granted access to the contract.
Parent Contract	Links to a related master or umbrella contract, useful for tracking sub-contracts or amendments.
Accounts	One or more accounts (e.g. customer or supplier) associated with the contract.
Opportunity	Related sales opportunity, if the contract is tied to a sales process.

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Proposal Details

These fields are shown only when the contract is of the Proposal signature type.

Field	Description
Proposal Contact	The primary contact for the proposal, usually the customer or prospect.
Proposal Expiry	The date the proposal expires; after this date, the offer is no longer valid.
Proposal Header	Optional introductory text displayed at the top of the proposal document.
Proposal Content	Main body content of the proposal, which may include pricing, scope, deliverables, and terms.

Note

For contracts that use a Proposal Contract we recommend creating a contract that is used as a template that can be quickly duplicated for creating new contracts.

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Signing Parties on Contracts

Signing parties are the individuals who are authorised to sign contracts and proposals, formally indicating agreement on behalf of their organisation or role. In Mythradon, signing parties may be either:

• External stakeholders, such as customers, partners, or suppliers — represented by Contact records.
• Internal staff members — represented by User records.

To support both types, each Contract record includes two distinct fields:

• External Signing Party (linked to a Contact)
• Internal Signing Party (linked to a User)

This clear separation ensures accurate representation of all parties involved in the agreement process and supports a wide range of business and workflow scenarios.

External Signing Party Filtering

When selecting an External Signing Party, the list of available Contacts is filtered to include only those associated with the Accounts linked to the Contract.

The image below shows two Accounts that have been linked to the Contract:

When choosing a Contact, the selection dialog applies this filter automatically, as shown here:

If no Accounts are linked to the Contract, the full list of Contacts will be displayed with no filtering applied.

Note

The filter affects only the visible options in the contact selection dialog. To select a Contact outside the filtered list, simply clear the filters and choose any Contact manually.

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Contract Process

The status field on Offline and Proposal contracts in Mythradon is read-only and automatically updated as the contract or proposal progresses through its lifecycle. Status values reflect the key stages in the agreement process and are updated when the contract is sent to the designated signing parties. All records begin in the Draft state. From there, they may transition to Sent for Signing, indicating that the contract has been issued for review and signature. At this point, it can either be Abandoned—if the process is intentionally discontinued—or become Active once signed. An Active contract may later move to Completed, when all terms are fulfilled, or Cancelled, if the agreement is terminated before completion. Contracts and proposals can also be abandoned directly from the Draft state if they are no longer required. This status model ensures a clear, auditable lifecycle for each agreement, supporting transparency and control at every stage.

Offline Contracts

For Offline contracts, the signing process occurs outside of Mythradon. This means you are not using the system to send the contract for signing electronically. Instead, you must manually progress the contract through its lifecycle using the provided action buttons.

To indicate that an Offline contract has been sent out for signing, click the Sent for Signing button:

After you have received the signed copy from the signing party, you should upload a scanned or digital version of the signed contract by attaching it to the Contract record:

Once the signed copy has been attached, mark the contract as signed by clicking the Contract is Signed button:

This action updates the contract status to Active, as shown below:

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Proposal Contracts

For Proposal contracts, Mythradon manages the entire signing process internally. When you send a proposal for signing, the system automatically updates the contract's status as it moves through each stage.

• Initiate the process by clicking Send Proposal. This sends the proposal to all designated signing parties via email with secure access to view and sign the document.

• As each party signs, the system tracks progress and updates the status to reflect the current state (e.g. Sent, In Progress, or Partially Signed).
• Once all signing parties have completed their signatures, the status is automatically set to Active, and a signed copy is stored with the contract record.

This streamlined, in-system workflow ensures accurate tracking, auditability, and faster turnaround times for Proposal contracts.

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Abandoning a Contract or Proposal

To discontinue work on a Contract or Proposal that is no longer required, you can use the Abandon action. This option is available as a button on the Contract or Proposal detail view. Clicking Abandon will update the record's status to indicate that it has been intentionally closed without completion. Abandoning a contract does not delete the record or its history—it simply marks it as inactive and removes it from workflows or approval processes. This action is useful for managing outdated or withdrawn agreements while retaining a clear audit trail.

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Completing a Contract

Completing a Contract or Proposal marks the end of its lifecycle, indicating that all terms, obligations, or deliverables have been fulfilled. In Mythradon, this can be done by using the Completed action, available on the detail view of the Contract or Proposal. This action is only enabled when the record is in the Active state, meaning it has been signed and is currently in effect. Once marked as Completed, the status signifies that no further actions or modifications are expected. Completing a contract helps maintain an accurate and auditable record of agreements that have been successfully executed.

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Editing a Contract

In Mythradon, editing a Contract or Proposal is subject to the current value of its status field, ensuring that changes are only made at appropriate stages in the agreement lifecycle. When a Contract or Proposal is in the Draft state, most fields can be edited freely to allow for preparation and review. However, once the record progresses to Sent for Signing, Active, or any subsequent state, editing is restricted to a limited set of fields—such as internal notes or administrative metadata—while core agreement details (like terms, parties, or pricing) become read-only. These restrictions help preserve the integrity of the agreement once it has been shared, signed, or completed, and support a clear, auditable record of all changes.

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Search for a Contract

The Contract List View provides a quick and efficient way to locate specific contracts using the built-in search functionality.

To search for a contract:

1. Navigate to the Contracts section from the main menu.
2. Use the Search Bar at the top of the list view.
3. Click on the Contract Name field to view and edit the details of the selected Contract.

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Cancelling a Contract

Cancelling a Contract or Proposal in Mythradon is used to formally terminate an agreement that is no longer intended to proceed, even after it has been signed. Only records with a status of Active can be cancelled, ensuring that only agreements currently in effect are eligible for termination. To cancel a contract or proposal, use the Cancel action button available on the Contract or Proposal detail view. Once cancelled, the record's status is updated to Cancelled, indicating that it is no longer valid or enforceable. Cancelling a contract preserves its history for audit and reference purposes but prevents any further progression through the lifecycle.

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Deleting a Contract

If a contract is no longer needed, you can remove it directly from the Contract List View. Please note that deleting a contract is a permanent action and cannot be undone.

Steps to Delete a Contract

1. Navigate to the Contracts section from the main menu.
2. Use the Search Bar at the top of the list view to locate the contract you wish to delete.
3. Click on the Contract Name to view the contract details.
4. From the Actions menu, select Remove.
5. Confirm the deletion when prompted to permanently remove the contract.

Important Notes

• Permissions: Only users with the appropriate permissions can delete contracts.
• Irreversible: Once deleted, a contract cannot be recovered. Make sure you've confirmed that the contract is no longer required.
• Related Records: Deleting a contract will not automatically remove associated reminders or related documents. Review dependencies before deletion.

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Duplicating a Contract

The Duplicate feature allows you to quickly create a new contract based on an existing one. This is ideal when creating similar agreements, contract renewals, or variations that follow a common structure.

How to Duplicate a Contract

1. Navigate to the Contracts section from the main menu.
2. Use the Search Bar to locate the contract you want to duplicate.
3. Click the Contract Name to open its detail view.
4. From the Actions menu, select Duplicate.
5. A new draft contract will be generated with pre-filled details from the original.
6. Review and update the contract fields as needed.
7. Click Save to create the new contract.

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What Gets Copied?

When duplicating a contract, the following are copied to the new record:

• Most contract fields (e.g., name, description, proposal content)
• Internal and external signing parties
• Any existing Reminders, including their templates and scheduling settings
• Associated metadata and configuration options

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What Is Not Copied?

• The Status of the contract is reset to its initial value (e.g., Draft)
• Any Signed Contract Files from the original contract
• Audit logs, history, and previously sent reminders

Note

• You can further edit or remove reminders on the duplicated contract if needed.
• Use duplication for fast and consistent contract creation while reducing data entry.

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See Also

• Contract Logs
• Contract Reminders

• Contract Reminder Templates

• Mythradon Bookshelf Home

• Mythradon Basics

• Mythradon Marketing
• Mythradon Sales
• Mythradon Service
• Mythradon System Administration
• Mythradon Tools

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