Adding and Managing Clauses | Zoho Contracts

Adding and Managing Clauses

Add a Clause 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click New Clause at the top-right of the Clause Library page.

  4. Enter the details in the fields of the New Clause form.

  5. To enter the clause language from right to left, click  from the Language section. To change the direction to left to right, click from the Language section.

  6. Type the clause language in the Language section. You can format the text by using the text formatting options in the Language section.

  7. To insert Document Fields, click Insert Fields from the Language section, then choose a field from the list of System Fields, or add a new custom field by clicking Add Custom Field.

  8. To add an alternate clause, click Add Alternate Clause, then type the language by following steps 5 and 6.

  1. Click Create once you've finished adding the required clauses.


Note:

 

By default, the clause that you add first will be the standard clause, and the other clauses that you add will be alternate clauses.

 

You can manually set an alternate clause as the standard clause during clause creation. To do so: 

  1. Hover along the alternate clause that you wish to set as the standard clause.

  2. Click More  next to the clause name.

  3. Choose Set as Standard Clause.

 

 

System Fields 

System fields will contain each contract's unique contract-related and contracting party's data. The system field data will be sourced from your Zoho Contracts account. For example, if the system field named Party A in a contract represents the organization, then the name and address details will be sourced from the Organization Info.

 

The following table explains the system fields available in Zoho Contracts while creating a new clause.


System Field
Description
Party Fields

Party A

Party B

The short name refers to the contracting parties in a contract (i.e., Organization and Counterparty).

Party A Name

Party B Name

The name of the contracting parties (i.e., Organization and Counterparty).

Party A Contact Name

Party B Contact Name

The names of the contracting parties' contacts.

Party A Contact Job Title

Party B Contact Job Title

The job title of the contracting parties' contacts.

Party A Jurisdiction

Party B Jurisdiction

The geographical area within a territory where the contracting parties' court of law can exercise its legal powers.
Contact Fields

Party A Contact Email Address

Party B Contact Email Address

The email addresses of the contracting parties' contacts.

Party A Phone Number

Party B Phone Number

The phone numbers of the contracting parties.

Party A Contact Phone Number

Party B Contact Phone Number

The phone numbers of the contracting parties' contacts.

Party A Apartment/Suite/Building

Party B Apartment/Suite/Building

The Apartment/Suite/Building addresses of the contracting parties in a contract.

Note: Applicable only if the contracting party's country is the United States.

Party A Street Address

Party B Street Address

The street names of the contracting parties' address in a contract.

Party A City

Party B City

The city names of the contracting parties in a contract.

Party A State

Party B State

The state names of the contracting parties in a contract.

Party A Country

Party B Country

The country names of the contracting parties in a contract.

Party A ZIP Code

Party B ZIP Code

The ZIP codes of the contracting parties in a contract.

Party A Address

Party B Address

The full address of the contracting parties, which is the concatenated format of their street address, state, city, and ZIP code in a single line.

Note: The maximum allowed length is 2000 characters; any characters exceeding this limit will be truncated.
Agreement Fields

Agreement Name
The name of the agreement by which it will be referred.
Agreement Date
The date on which the contract becomes active.
Term Period
The period for which a contract stays active. For example, 12 months or 2 years.
Term End Date
The date on which the contract expires.
Condition/Event/Fulfillment of Order/Completion of Services
Any condition that needs to be met, event that occurs, or work that needs to be completed to end the contract.
Contract Amount
The amount to pay or receive by the organization for the contract.
Amendment Fields

Amendment Number
A unique number given to each contract amendment contract and also mentioned in the amendment letter.
Amendment Effective Date
The date on which the amended contract becomes active.
Added Clause Heading
The new clause heading that is added in the contract amendment.
Inserted Clause Language
The new clause language that is added in the contract amendment.
Revised Clause Heading
The existing clause heading that is modified in the contract amendment.
Revised Clause Language
The existing clause language that is modified in the contract amendment.
Deleted Clause Heading
The existing clause heading that is deleted in the contract amendment.
New Amendment Number
A unique number given to the consecutive amendment of the contract and also mentioned in the amendment letter.
New Amendment Effective Date
The new start date by which the consecutive contract amendment will be on effect.
Renewal Fields

Renewal Number
A unique number given to each renewal of the contract and also mentioned in the renewal letter.
Renewal Term Period
The consecutive time period for which a contract will be renewed post its end date. For example, 10 Months.
Renewal Notice Period
The minimum period required before the contract expiry to renew a contract. For example, 10 Days.
Non-renewal Notice Period
The minimum period required before the evergreen contract's end date to stop further renewals. For example, 10 Days.
Renewal Start Date
The date on which the renewed period of the contract begins.
Renewal End Date
The date on which the renewal period of the contract ends.
Renewal Signed/Completed Date
The date on which the contract renewal letter is signed by the contracting parties, or the contract is mark as renewed by the contracting parties.
New Renewal Number
A unique number given to the consecutive renewal of the contract and also mentioned in the renewal letter.
Extension Fields

Extension Number
A unique number given to each extension of the contract, which is also mentioned in the extension letter.
New Contract End Date
The new end date of the contract after the contract has been extended.
Extension Signed/Completed Date
The date on which the contract extension letter is signed by the contracting parties, or the contract is marked as extended by the contracting parties.
New Extension Number
A unique number given to the consecutive extension of the contract and also mentioned in the extension letter.
Termination Fields

Termination Notice Period
The minimum period required before the contract expiration to terminate a contract. For example, 10 Days.
Termination Reason
The reason given for the contract's termination.
Termination Sent Date
The date on which the contract termination letter is sent.
Termination Effective Date
The date on which the contract gets terminated post the end date.
Termination Fee
The sum of money paid by the required contracting party during the contract termination.

Deprecated Fields
System Field
Description
Party B Primary Contact Name
The name of the counterparty's primary contact.

Note: The deprecated fields are removed from the System fields list. However, this will not affect the existing clauses where they are used already.

Custom Fields  

Custom fields are user-created fields that you can use to capture any contract-related specific data while authoring the contract. You can also assign a default value to them in the clause library. For example, a custom field called Mode of Audit in the Regular Data Audit Process clause can indicate whether the audit can occur online or in-person.

 

The following table explains the custom field types available in Zoho Contracts.


 Custom Field Type
 Description
Text
To create an input field that contains text data. A maximum of 255 characters are allowed.
Date
To create an input field that contains a date value. The input format for the date value is MMM dd, yyyy. Here,

MMM indicates the month in short form (e.g., Jan)
dd indicates the date value with a leading zero for single digit (e.g., 01)
yyyy indicates the year value (e.g., 2022)
Number
To create an input field that contains a numerical value. You can also choose an option on whether to include decimal values. A maximum of 255 digits are allowed.
Currency
To create an input field that contains a currency value. The currency of the organization will be applicable.
Dropdown
To create an input field that contains a value selected from a dropdown list.
Percent
To create an input field that contains a percentage value. You can also choose an option on whether to include the decimal values.     
Phone
To create an input field that contains a phone number.
Email
To create an input field that contains an email address.

To add a custom field:

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to edit.

  4. Click More  on the respective clause, then choose Edit.

  5. Click Insert Fields from the Language section, then click Add Custom Field.

  6. In the Add Custom Field dialog box, select the field type, enter the field name and a default value as per needs.

  7. For the Number and Percent field types, you can check the Allow Decimal Values checkbox to allow decimal values as input.

  8. For the Dropdown field type:

    1. Enter each of the options in the Option fields.

    2. Click Add  and Remove  to add and remove options.

    3. Hold and drag the options to change their order of appearance.

    4. Check the List options in alphabetical order checkbox in Add Custom Field window to list the options in alphabetical order.

    5. To add options in bulk, click the Advanced dropdown in Add Custom Field window, then select the Bulk Add option. In the dialog box that pops up, enter all the options line by line, check Replace the existing options checkbox if you want to replace the existing dropdown options with these new options, then click Add and Insert.

    6. To copy all options, click the Advanced dropdown in the Add Custom Field window, then select Copy Options to Clipboard option.

  1. Click Add and Insert. 

Note: 
  1. To edit the default value of a custom field in a clause in the clause library, select the clause, click More , then choose Edit. Click Insert Fields from the Language section of the Edit Clause window, search or scroll to find the custom field, hover the mouse pointer over it, then click Edit .
  2. You can also set the default value for each custom field at the contract type level. To learn more, see Creating Contract Types and Building Templates.

Edit a Clause 

  1. Select the Admin tab at the top of the page.
  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to edit.

  4. To edit the language in the clause, click More  on the respective clause, then choose Edit.

  5. Change the language and the title as per your requirements, then click Update.

  6. To edit the value in a clause details field, click next to the respective field in the Clause Details panel on the right.

  7. Change the value as per your requirement, then click Update.


 

Set an Alternate Clause as the Standard Clause 
  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause in which you want to set an alternate clause as the standard clause.

  4. Click More  on the alternate clause that you wish to set as the standard clause, then choose Set as Standard Clause.

 

Duplicate a Clause 
  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to duplicate.

  4. Click More at the top-right corner.

  5. Choose Duplicate.

  6. Enter the name of the new clause and click Save.

 

You can find the duplicated clause in the Clause Library.

Tip: You can also duplicate a clause directly from the clauses list page in the Clause Library. Click More next to the name of the clause that you want to duplicate, then choose Duplicate.  
Download a Clause 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to download.

  4. Click More at the top-right corner.

  5. Choose Download.

  6. Choose the format, then click Download.  

Tip: You can also download a clause directly from the clauses list page in the Clause Library. Click More next to the name of the clause that you wish to download, then choose Download.
Download Multiple Clauses 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Check the clauses that you wish to download.

  4. Click Download at the top.

  5. Choose the format and the downloading option.

  6. Click Download.  

 

 

Delete a Clause 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to delete.

  4. Click More at the top-right corner.

  5. Choose Delete.  

Tip: You can also delete a clause directly from the clauses list page in the Clause Library. Click More next to the name of the clause that you want to download, then choose Delete.
Restore an Older Version of a Clause  Language 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause that you wish to restore.

  4. To view the list of versions of a clause language, click More  on the respective clause language, then choose Version History.

  5. To view the language in a specific version, click on the version in the Versions panel on the right.

  6. Click Restore at the top-right corner to restore the version.

Create a Copy of a Clause Language 

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause in which you wish to create a copy of a clause language.

  4. Click More on the clause language whose copy you wish to create.

  5. Choose Create a Copy.

  6. Change the title and the language, if necessary, then click Save.

 

You can find the copy as one of the alternate clauses.  

Delete a Clause Language   

  1. Select the Admin tab at the top of the page.

  2. Select Clause Library from the left panel.

  3. Click to open the clause in which you want to delete a clause language.

  4. Click More on the clause language that you wish to delete.

  5. Choose Delete


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