After you’ve sent your Request and received approval of the basic terms, you can Convert the Request to a Contract. This places the Request into the Contract workflow, with unique statuses and required information.
Step by Step Instructions:
1. Converting to Contract
To learn the basics of Converting a Request to a Contract, let’s use the Incoming Request we made for the George Washington painting in the first tutorial video. If there are several pages of requests, you can search for the correct one in the box above the listing.
Click on the request and you are taken to the Preview page. Let’s quickly send the request to John Sample for approval. In the Ellipsis menu choose "Send Request". We can add the message “Hi John, Does this information properly reflect your image request?” Upon sending, you’ll see your message in the Notes section on the right. Assume that you’ve heard back that the conditions for the license have been tentatively agreed to– you’re ready to convert the request to a contract.
At this point, it’s time to indicate in the system that you’re in now in the process of issuing a license. This is a way of organizing your work– much like the difference between a company drafting an estimate vs. sending an invoice for payment. This is what we refer as converting a request into a contract summary.
In the ellipsis menu, select “Convert to Contract”. Note that this is a one-way process and cannot be reversed. You’ll notice two changes right away in Preview: “Incoming” now is “Granted”, the Request ID is now a Contract ID, and the Contract Date is today, the date you converted to contract. If this had been an Outgoing Request, “Outgoing” would change to “Received”, but other than that, nothing is different.
2. Sending a Contract and Setting Statuses
Just like Requests, your Contract now can be found in the Granted Contracts listing in the left-hand navigation bar. And like Requests, Contracts have Statuses, the first one, Draft, being the default after the initial conversion occurs. Clicking on the Contract brings you to the familiar Preview screen. From here you may also set statuses and send the Contract information when you’re ready. Selecting “Send Contract” will bring up a message window exactly like the one you’ve seen in the Request workflow. What you’re doing is sending the completed Contract Summary for final review, along with any message you might want to add.
We’ll just add a little information to make it clear to John Sample at The Met exactly what Contract we’re referring to. After the Contract ID number, let’s add “- For the Exhibition Catalog "George Washington in Portraits". In the Message Box, type “Hi John, I’m sending the Contract summary for your final review. If everything looks good to you, I’ll send you the contract for you to sign.”
After sending the Contract summary (which again shows up in the Note section at right), change the status to Pending. When you receive confirmation from Jane Doe at Harvard that the Contact details have been approved and the Contract has been signed, we can change the status to Active.
Choosing Active Status for Contracts requires that certain data fields be completed so that the information necessary for a complete contract can be recorded. If any section is lacking proper information, the bars will be red, and within each section, required fields are marked with red asterisks. The required information for an Active Granted Contract is: Contact: First Name, Last Name; Object: Creator, Title, Owner; Usage Details: License Type, Format, Usage, Distribution Location, License Duration, License Restrictions; Pricing: All Fields or Checkboxes.
In our example, we forgot to indicate whether our museum would charge a Royalty, and we can see that there is missing Pricing information by the red bar. Once in the Pricing section, we can mark the “Not Applicable” checkbox to indicate to John that no royalties are due. That’s it– now we can change the Status to Active, reflecting that the license is now currently active.
There are two more statuses for Contracts: Expired and Canceled. If the Contract is Time Limited or connected to a Project (Single Use) which has finished, you can indicate that the license has reached its end point by changing the status to “Expired”. And if John decides he can’t go forward with the license, you can change the status to "Canceled".
That’s it! You’re now an expert at converting requests to contracts In the next tutorial, you’ll be learning about the Dashboard.