Many organizations store contracts in SharePoint. Contract documents are shared with colleagues, edited in Word and often linked to emails or other documents within Microsoft 365. This quickly raises the question: can you also use SharePoint to manage contracts? So not just as a repository for contract documents, but as a central environment in which contract information, deadlines and associated documents are clearly managed.
SharePoint provides a good basis for this. Contract documents can be stored centrally, shared with colleagues and provided with access rights. At the same time, contract management in standard SharePoint requires a good setup and a clear structure. In this blog we look at the possibilities of SharePoint for contract management, what organizations encounter in practice and why many organizations choose a standard solution such as WorkPoint on top of SharePoint.
SharePoint offers several options for managing contracts within Microsoft 365. Contract documents can be stored centrally in document libraries, where metadata can be used to structure contract information. Think of information such as contract type, supplier, start date or end date. This makes it easier to find and organize contracts.
In addition, SharePoint can work well with other Microsoft 365 tools. For example, contract documents can be shared through Teams, edited in Word and linked to emails from Outlook. This creates a single digital environment in which contract documents and related communications come together. Thus, with proper setup, SharePoint can provide a solid foundation for contract management.
While SharePoint offers many features, the challenge often lies in the way contract information is organized and managed. In many organizations, contracts are primarily stored as separate documents, with no clear structure or additional information.
This makes it difficult to keep track. Contracts are scattered around, important contract dates are not always visible, and it takes time to figure out when contracts expire or need to be renewed. In addition, structures often differ by team or department, so contract information is not always managed in the same way. This is precisely why contract management in standard SharePoint often requires customization and a well thought-out design.
To create more structure, many organizations opt for a standard solution on top of SharePoint. Instead of building contract management entirely on their own, a solution is used in which structure, metadata and processes are already in place.
WorkPoint builds on SharePoint and adds a standardized way of contract management. A central contract file is created for each contract in which documents, metadata and relevant information are stored. This creates a consistent way of working: contract documents are always in the same place, important contract information is recorded, and organizations do not have to think about setting up their contract management every time.
With WorkPoint, organizations can structure contract management within Microsoft 365. Contract documents are linked to a contract file that also captures information such as durations, parties involved and important deadlines.
This provides greater visibility into contract information. It becomes easier to retrieve contracts, monitor deadlines and take timely action on renewals or terminations. At the same time, all the benefits of SharePoint are retained and users can continue to work within their familiar Microsoft 365 environment. Because WorkPoint provides a proven standard for contract management, managing contracts within Microsoft 365 becomes not only possible, but also clear and manageable.
SharePoint provides a good foundation for contract management within Microsoft 365. Contract documents can be stored centrally, shared with colleagues and secured with access rights.
In practice, however, contract management often requires more than just document storage. Organizations want insight into contract information, terms and obligations. A standard solution such as WorkPoint for contract management helps to establish that structure right from the start. By building on SharePoint while providing a proven standard, organizations can better manage contracts and get more control over their contract processes.
