Managing contracts

How to organise, find, change and remove the contracts in your Renewly workspace.

Organising with tags

Tags are short labels you add to contracts, such as "Software", "Marketing" or "Priority". They make contracts easier to find and group.

1. Open a contract.
2. In the Tags section, click Add Tag.
3. Pick an existing tag, or type a new name and press Enter to create it.

A contract can have as many tags as you like. To rename tags or change their colours, go to Settings, then Tags.

Searching contracts

On the Contracts page, type in the search box at the top of the list. The list updates as you type.

What the search looks at

• The contract name
• The supplier name
• The name of the file you uploaded
• Tag names

Capital letters do not matter: "acme" finds "Acme" and "ACME". To search by dates or values, use the filters below instead. Click the cross in the search box to clear it.

Advanced filtering

Filters narrow the list down to the contracts you need. Click Advanced Filters to open them. You can use several filters at once; a contract has to match all of them to appear.

Filter options

Contract end date

• Active: the contract is running.
• Ends within 90 days: the contract ends or renews in the next 90 days.
• Ended: the contract has finished.

Risk Level

Shows contracts with at least one open risk at the level you pick: critical, high, medium or low. Resolved risks do not count.

Auto-Renewal

• Yes: contracts that renew on their own unless you cancel.
• No: contracts that end unless you renew them.
• All: both.

A contract that renews on its own has a notice deadline: the last day you can cancel or renegotiate before it locks you into another term. Use this filter to see which contracts need watching.

Date Filter

Choose which date to filter on (Renewal Date, Expiration Date, Created Date or Action Date, the last day to act), then enter a start date, an end date, or both.

Contract Value

• Enter a minimum value, a maximum value, or both.
• Values are compared as a yearly amount, so a monthly contract is counted at twelve times its monthly price.
• Currencies are not converted. The number you type is compared with each contract in its own currency.

Needs Review

Shows the contracts Renewly has flagged for a person to check, usually because it was not sure about some of the details it read.

Tags and departments

• Filter by Tags: shows contracts that have every tag you pick.
• Department: appears if your workspace uses departments. It shows contracts in any of the departments you pick.

Using multiple filters

• Example: Risk Level "high" plus "Ends within 90 days" shows urgent contracts.
• The search box works together with the filters.
• Click Clear all filters to reset them all at once.

Viewing contract details

Click any contract to open its page. There you can see:

• The dates, notice period and whether it renews automatically
• The value and how often it is billed
• The parties, key terms, obligations and risks Renewly found
• Tags, departments, the contact person and any custom fields
• How confident Renewly is in what it read
• The original file, with View PDF and Download buttons

Understanding status and urgency

Each contract shows a countdown to its key date. For a contract that renews on its own, that is the last day to give notice. For one that does not, it is the end date. The countdown is coloured so you can see what needs attention first.

Urgency colours

• Red: the date has passed, or is 30 days away or less.
• Amber: 31 to 90 days away.
• Neutral: more than 90 days away.

Other labels

• Auto-renews: the contract renews unless you give notice.
• Needs Review: Renewly would like a person to check the details.
• Archived: the contract is read-only and gets no alerts.

Editing contracts

You can edit the contract name, dates, renewal terms and financial details. Open the contract, then:

• Name: click the contract name at the top to rename it.
• Dates: in Dates and Renewal Terms, click Edit, change the dates, notice period or auto-renewal setting, and click Save.
• Money: in Financial Information, click Edit, change the value, currency, billing frequency or term, and click Save.

Your changes update the countdown, the reminder emails and the dashboard straight away. In a team workspace, you need edit access to make changes.

Deleting contracts

To delete a contract:

1. Open the contract.
2. Click Delete.
3. Type DELETE in the box to confirm.

In a team workspace, only owners and admins can delete contracts. If you only want to stop tracking a contract, click Archive instead. An archived contract is kept, read-only, and gets no alerts. You can unarchive it if your workspace has room within its contract limit. If it has reached the limit, upgrade or archive another contract first.

Bulk operations

You can act on several contracts at once from the Contracts page.

Selecting contracts

• Tick the box next to each contract you want.
• Or tick Select all above the list to pick every contract currently shown.
• The number selected appears next to the box, with the actions you can take.

Bulk delete

1. Select the contracts.
2. Click Delete (the button shows how many contracts are selected).
3. Type DELETE in the box to confirm.
4. Click Delete All.

Bulk tag application

1. Select the contracts.
2. Click Add Tags.
3. Pick the tag to add. The tag must already exist; create new tags from a contract page or in Settings.

Tags already on those contracts are kept. The new tag is only added.

CSV export

A CSV file is a simple spreadsheet file that opens in Excel, Google Sheets and similar programs.

• Export everything: click Export at the top of the Contracts page.
• Export a selection: select contracts, then click Export Selected.
• What is included: contract name, supplier, status, dates, auto-renewal, notice period, yearly value and currency, billing frequency, term, payment terms, tags, parties, risks, summary, confidence and more.
• Security: you need to have confirmed your identity with a passkey or an authenticator app in this session. If you have not set one up, Renewly shows a Set up now link.