Lextree for contract management from Berkman Solutions is a cloud based contract management technology for organizations of all sizes in any industry.
This tour demonstrates the major features of Lextree. With the built in configuration tools you can adapt Lextree to meet your needs.
You will learn about Lextree with a standard configuration. Toward the end of the tour you will learn about the customization features of Lextree.
Feel free to jump around the tour or watch the videos in sequence.
Lextree comes with a dashboard for a visual overview of your entire contract portfolio. The “Contract Types” and “Document Types” are fully customizable in the Settings area.
Each chart is interactive in several ways. First, you can turn off sections of the chart. Lextree will recalculate the share of contracts. In this way, you can create a tailored visual element which you can print or download.
Second, as you hover over sections, Lextree will display information about those contracts or documents.
Click a pie chart slice to see which contracts are in that category. Use the magnifying glass to navigate to any particular record.
A quick word about the relationship between contracts and documents is in order. A contract covers the legal relationship with the other party. Every document related to that legal relationship is part of the contract record in Lextree. That means the original agreement, any exhibit, schedule, or amendment goes in the contract record.
The Recent tab in the dashboard give you a view of contracts and documents that have been recently added.
The tabs for This Week and This Month show the contracts and documents that are expiring during that period.
The central repository for all your contracts is under the “Contracts” tab in the main menu. Here you will find all of the contracts to which you have access.
Note that Adam Admin is the logged in user. Adam only has access to contracts where he shares a “record group.” Record groups are part of the security and access controls in Lextree. They are available in the Settings menu for administrative users.
You can sort the list of contracts based on the column headers. You will also note the red triangles and yellow clocks that give you visual indications of contracts that are past due or due soon.
To search for a contract, just type some information in the search field and press “search”.
There is a predefined filter that hides inactive contracts from view. To see those contracts, just select the X next to inactive.
To view only certain contracts, use the filter function.
Choose the magnifying glass to view the details of any contract.
Let’s add a new contract by choosing the “Add Contract” button.
It is a simple two step process. We will create the contract record and then add our first document.
Add a title for the new contract.
The Parties field automatically displays a list of every counterparty with whom you have a prior contract. If the other party is a new vendor or customer, just click the plus sign to the right to add the party.
To control access to the contract, choose one or more record groups. Record groups are customizable. Administrative users can set them up in the Setting area of Lextree.
The Type of Contract is also customizable in the Settings area. We will choose Confidentiality.
The “Show Categories” feature allows you to apply custom tagging to your contract.
Enter any notes about the contract. Select Submit.
That will open step 2. Add a Document. First, we select the customizable document type and enter the document title.
To manage dates, Lextree provides several options:
You have two choices for storing documents in Lextree. First, you can upload the document by selecting the choose file button. From here you can navigate to any directory you have access to and select the document for uploading. You can upload most file types.
Second, you can store a link to an existing file path.
Choose whether the status is active, pending, or inactive. The status type is a customizable selection to map Lextree to your document process.
Enter any notes about the document and select submit.
Lextree will bring you to the contract record we just created.
Now we can add tasks and alerts to this contract. Select tasks and alerts in the submenu. Lextree distinguishes between tasks and alerts. A task is work to be done that is assigned to one or more users; an alert is notification about something.
Let's add a task to check the contract before the auto renewal notice date. When we choose to add a task, we can tie the task to a contract or a document in the contract record.
Of course we can set a due date for the task based on an actual date, but the more helpful solution is to make the task due before the auto renewal notice date. Therefore we will select a record date as the date type.
Next, give the task a name and enter any notes about the task.
Assigned the task to one or more users in the “Assigned to” field.
Since we want this task completed well before the renewal notice date we will make the task due before or after the date.
Let's make the task due 30 days before the renewal date.
It will obviously be difficult for people to remember the task since the renewal date is so far in the future. So we will have Lextree send an alert automatically before the task is due.
Easily set an alert for this task by checking the Set Alert for this Task checkbox.
Choose submit to create the task and set up the alert.
The add task alert window pops up to ask when we want the alert to go out. Let's imagine that we want a repeating alert for 15 days.
We can choose the repeating frequency based on days, weeks, or years. If, for example, we set the alert to repeat every five days, then the assignees will receive three alerts for the 15 days prior to the task due date.
We can also set an alert independent of a task. This is useful in a variety of situations. You can also use this feature to notify people outside your organization who do not have access to Lextree.
Simply select the "Add alert" button. As with tasks, we can choose to connect the alert to the contract or a particular document.
Schedule the alert for a date or make it relative to an existing date. Just enter a title for the alert and notes for the recipients.
In the alert recipients field you can choose to notify other users or people outside the organization. To add a new name simply click the plus sign.
In this example, we want the alert to start 45 days before the expiration date. The alert should repeat every two weeks until expiration.
And select submit to add the alert.
Many organizations want a record of approval for new documents or amendments. Approvals are easy in Lextree.
Within a contract record, select a document for which you want to request approval. When that document is an focus, You will see a request approval button at the top of the screen.
Select “Request Approval”. The pop-up window will ask for some basic information about the approval request. The list of approvers is created in the settings menu available to administrative users. You may select one or more approvers.
Enter a due date for the approval request period.
Create a short title for the approval request.
Enter any notes for the approval request.
You can set an alert reminding the approver about this approval request by simply checking the “Set alert for this task?" checkbox. If you check that checkbox, Lextree will prompt you for information about the alert frequency.
Select Submit to create the approval request. The approvers will automatically receive an email notification of the approval request. The approval request email will include a link it to the record that needs approving.
In the related records menu you can access information about all of the parties in your contract portfolio. You can filter, sort, and export all of the key information about your parties.
This List works the same as others in Lextree. Select column headings to sort. The add filters link allows you to trim the list of parties in focus.
The related records menu item also gives you access to all of the documents in the contract portfolio. Previously we looked at documents in the context of a single contract record. The documents tab in the related records menu gives you access to all of the documents regardless of the contract records to which they are assigned.
This feature has many applications. We will highlight just a couple.
To see all documents that are expiring soon or have already expired, click on the expiration column labeled. This action will sort all the documents by their expiration date. Click on the expiration column heading to toggle between ascending and descending sorts.
Another common use of this feature is to find all pending documents. To find pending documents we will select the add filters link. In the first box we will select status. The second drop down includes operators, but we will leave this one for now. In the third drop-down we will choose pending.
We can further refine the list of pending documents. Select the add filters link. A second row of the filter will automatically appear. We want to find all pending amendments. So we will set the first field to Type. In the third field we will choose Amendment. Please note that the data in the third field is dynamic depending on your customization and the field selected.
Choose submit to see the new list.
In the task and alerts menu you can access a variety of features related to tasks and alerts across the entire contract portfolio in Lextree.
The alerts calendar tab presents all of the upcoming alerts in a calendar view. To see the details of any particular alert simply click on the item in the calendar.
Lextree will display information about the alert. You can also click on the view link to jump to the alert in the contract record.
You can also access a list of all alerts under the alerts tab. This list will display only Active alerts that are set for today or in the future by default. You can see all of the alerts by simply clicking in the X’s in the filter area.
As always, the magnifying glass will show you more detail and give you access to the full record.
The task calendar tab under the tasks and alerts menu gives you a calendar view of all of the tasks in Lextree.
This calendar functions the same as the alerts calendar. Simply click on a task to see details and the view link to access the full record.
The Assigned Tasks tab under the Tasks & Alerts menu, shows all the tasks assigned to the logged in user. Lextree hides completed tasks by default. To see all assigned tasks, simply click the X next to the Status is Pending filter.
To view an assigned task, select the magnifying glass on the left.
To complete the task, click on the pencil icon in the Update column. Here you can indicate the task is complete and add any notes about the task.
When you select Submit to enter the update, Lextree will mark the task as complete and hide it since the task is no longer pending.
Assigned approvals under the Tasks & Alerts menu is similar to the Assigned Tasks. A logged in user who has the Approver role will see all assigned and pending approval requests.
To view the entire history of the logged in user’s approvals, click the X next to Status is Pending.
Now you will see “approved”, “not approved”, and “pending approvals”.
To approve a pending request, select the pencil icon, mark the request as approved, and add any notes.
Lextree will automatically update the status of the approval in the contract record.
The Reports menu is available to users who have the Reporter role. Administrative users can modify a user’s role to give access to Reports.
Lextree comes with a standard library of interactive reports. We regularly add new reports to the library.
The tabs indicate the category of report.
We will select Contracts by Status and Type for this example. This report shows all contracts grouped first by their status (active, inactive, and pending) and then grouped by Contract Type, which is a customizable field.
To print the report, choose Print in the upper right corner. You can use your browser’s print function to alter the layout.
To export the report to a spreadsheet application such as Microsoft Excel, choose the Export link under the title and choose .CSV, which is a comma delimited file format. This file formate can be opened in most spreadsheet applications.
The export feature responds to the filter settings. For example, to view only active contracts, choose Add Filters. Select Status is Active and submit. Now the report shows only Active contracts.
If you select Export now, only Active contracts will be exported.
Only administrative users can access the Settings menu.
In settings you can do the following:
Our administrative video training series, which is available to new clients, covers Lextree administration in detail.
Select the Add User button to create a new Lextree user. Lextree will prompt you for basic information like name and email.
Lextree generates a temporary password that will go to the user upon activation.
User roles determine what a user can do. User roles include:
Record groups are an important part of the access controls in Lextree. Users placed in record groups can only access records in those record groups. Users can be members of one or more record groups.
Newly added users receive a system generated email with a link to the application and their temporary password where they are prompted to change the password.
Lextree is a highly secure system. It includes access controls so that users only work with records for which they are authorized.
Record groups control what records user see; User roles control what users can do with those records.
Access controls turn Lextree into a flexible and secure collaboration platform. Here are just a few examples of what you can accomplish with access controls:
Detailed guidance on access controls is available in our administrative video training series for customers.
Lextree uses the highest level of commercially available encryption technology to keep your data secure. Your data is further encrypted in transit and decrypted in your browser.
Every time a user makes any change to a record, the entire database is backed up and replicated on redundant servers. The backups are encrypted with the same encryption technology.
Details about our security and access controls are available on our website.
You can customize Lextree to meet your needs. Administrative users can navigate to Settings and then to Lookups.
Here you can customize the following items:
In Contract Categories, you can also customize:
Changes to the Lookups will cascade through all of Lextree automatically. They will affect the dashboard, contract records, reports, and more. Its just that easy to customize Lextree.
Lextree is an annual subscription service for unlimited users. Pricing is available on our website.
Getting started with Lextree is easy:
We look forward to working with you!
Access your contracts and contract documents from anywhere, anytime. As a cloud contract management solution you and your colleagues can access Lextree accross technologies.
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Use Lextree to manage your documents and data for 30 days. If you are not satisfied, we will return your data and your subscription fees. Your success is our priority.