Contracts
Register contracts with their documentation requirements to later associate them with third parties and control their access to the company.
Note
Information about the dates and status of these contracts will be used to validate the third party's access.
What you can do:
Register contract
- On the senior X Platform, access Access and Security Management > Third-party management > Registrations and open the Contracts tab;
- Click on the buttonTo add;
- In General Data, fill in all mandatory fields (indicated with an asterisk) relating to general data:Company,Contact number,Description It is Start date. It is also possible to optionally inform other data, such as theEnd date;
- If there is atype of contract registered, select the type of this contract to associate it with some characteristic (area, branch, segment, etc.) defined by this type;
- If there isintegration with Ronda Senior and People Management | HCM, fill in the fields that are mandatory for employee registration in these systems:Branch of the contracting company, ODefault Location and theStandard Scale. If there is no integration with the systems, these fields are optional;
- If desired, set theStandard paper which will be associated when you submit a third party for approval. With this, the request will already be created with the standard contract paper. If the process does not have paper variables, the third party will be approved with the standard paper;
- Use the fieldStatus to define whether the contract is active or deactivated. If it is active, if this registration has to stop being used at some point, it cannot be deleted;
- If you wish, fill in the fields referring to the person responsible for the contract:Name,Surname ,Email, user ofLogin It isTelephone.
- click inTo save.
Grades
If the third party has been approved and has a valid paper for a link, a new request for this same link will be created with the paper already delivered.
The process can be customized so that the paper is hidden in the form. This way, when a new third party is approved, they will receive the standard contract paper.
Search, edit and delete contract
Search
In the Filters section, click on the symbol+ located on the right of the screen, fill in one or more fields to search for the contract and clickFilter.
Edit
In the Registered Contracts section, click on the check box corresponding to the contract whose data will be changed. Then clickTo edit, make the desired changes and clickTo save.
On this screen, the Documents tab lists all documents associated with the contract. The BPM tab shows information about the request created in BPM for easy consultation, such as theRequest ID, yourStatus, OCurrent responsible, TheStart date and that ofProcess creation. Additionally, there is a field ofComments which can be filled with various observations.
Delete
Click the check box for the contract that will be deleted and clickYes in the confirmation window that will be displayed.
Duplicate contract
To facilitate the registration of new contracts, it is possible to duplicate an existing contract.
Click the checkbox next to the contract you want to duplicate and then the buttonDuplicate. You only need to enter the fieldContact number, as the other fields will already be filled in with the information from the contract that was duplicated. To finish, clickTo save.
Send access to senior
When selecting a contract and clicking the buttonSend access to senior, the system will send an email to the person responsible for the third party company, providing access to the system to register the third parties who will act on the contracts.
Note
The email will be sent to the recipient registered in the contract.
The email sent to the person responsible for the third party company may becustomized previously. For that:
- Go to: Technology > Administration >Internationalization;
- Locate the platform/external users service;
- Export the file (by clickingExport
- ),
- open it and edit the following keys:
- Once edited, import the file again.
If the email is not customized, it will be sent with the system's default layout
Create custom fields
To create custom fields referring to contracts, in Third Party Management entities:
- On the senior X Platform, go to Technology > Customization > Fields;
- Locate the domainsam;
- Find the servicethird;
- Locate the Entitycontract and open;
- Add the desired fields using the buttonNew;
- Save the information on the Custom Field screen. This action will close the screen;
- After you have created all the custom fields you want, clickTo save.
Important
The custom fields of these entities are sent to the BPM flow. Therefore, it must be the same name as the field in the BPM form and in the entity. In both cases, the field name must be created using lowercase characters.
Date considerations when unlinking or modifying links
The Third Party Management module adopts specific behaviors when changing the end date of a contract link, or when disassociating it from a person.
When disassociating link
Forcurrent links: When the link is disassociated, its end date is changed to today. The system then validates whether the third party has another current role linked to it, in addition to the role delivered to Third Party Management:
- If not, the end date of the credential becomes the same as the end date of the bond;
- If so, the credential is not finalized due to changes made by the Access Control module;
- If you have another role but at a later date, the credential is finalized;
- If you have another paper but with suspension, the credential is not finalized, because even with suspension the paper is still valid.
Forfuture ties: when the link is disassociated, the same rule applies if there is another role in force not created by Third Party Management. Furthermore, if the credential associated with the person in the future relationship does not have an access record, it is deleted. If there is access, it is finished.
When changing bond date
When modifying the end date of the contract/person relationship:
- If the number of days increases, the bond is sent for approval. The paper and credential dates can only be changed after this approval;
- If the number of days decreases, the bond is not sent for approval. Paper and credential dates can be changed without approval;
- If the start date of a future bond is changed, theApproval stage is changed to "Registration in progress" and you will need to submit it for approval.
The credential's starting date is not changed in either case.
