Contract Audit History User Guide

Change Summary

Overview

TechnoMile's Contract Audit History feature, once activated, tracks any changes made to a Contract and its child entity records such as POPs, CLIN/SLINs, Clauses, Key Clauses, Contract Mods, and CLIN Mods. 

The system also tracks which Contract Mod record was active during changes and locking the Contract and its child entity records from further edits unless a Contract Mod is created, ensuring that all the changes are properly documented with corresponding notes and Contract Mod details.

This document is a step-by-step guide on how you can use the Contract Audit History feature in Microsoft Dynamics.

Audience

• Contracts Suite Users

Prerequisites

• Ensure that TechnoMile Contracts Suite is already installed and configured. The version of this package must be 2024.3 or higher.

Audit History on Contracts

Creating Contracts and Child Entity Records

1. Login to your Microsoft Dynamics instance.

2. Go to Contracts and click New. 

3. Specify values in the mandatory fields and click Save. The Contract record is created.

4. Go to Period of Performance and click New POP. 

5. Specify values in the mandatory fields and click Save and Close. The Period of Performance (POP) record is created.

6. Go to CLIN/SLINs and click New CLIN/SLIN. 

7. Specify values in the mandatory fields and click Save and Close. The CLIN record is created. For more information on POPs and CLIN/SLINs, see Contracts Suite on Microsoft Dynamics - CLIN/SLINs User Guide.

8. Go to the Contract Mods tab to view the list of modifications. 

   NOTE

   A base Mod (MOD 0) is automatically generated once a contract record is created.

9. Click the ellipsis (...) icon and select Contract Audit History from the list. The Contract Audit History for Mod 0 displays all the new values created. All create and update events are captured from the draft stage onward.

Locking and Unlocking Contracts

IMPORTANT

The stage at which a Contract record and its associated child entity records are locked may vary, depending on the product configuration set by your Administrator according to your organization's requirements. In this scenario, the Contract record is locked once it moves to the Administer stage.

1. In order to unlock the Contract record and make changes to it, click Unlock Contract. 

   NOTE

   You can also go to Contract Mods and click New Contract Mod to proceed to step 2.

   

2. Specify values in the mandatory fields and click Save and Close. The Contract Mod is created, and the Contract record is unlocked. 

   NOTE

   The Revision Type field can be set to either Modification or Internal Revision. Any government-issued modification is categorised as a Modification, while a change that is made by a user is categorised as an Internal Revision.

3. Go to Contract Mods.
   You can view the Contract Mod record created in the previous step here. 

4. Edit the Contract details and its associated child entity records, such as POPs, CLIN/SLINs, Clauses, Key Clauses, Contract Mods, and CLIN Mods.

5. Once all the changes are made to the Contract record, click Lock Contract. 

6. Under Audit Message, provide a summary of the changes that were made and click Save. The Contract record is locked again.

7. Go to Contract Audit History.
   The Audit Comment/Message is updated on the Contract Audit History tab, along with records created for changes made to the Contract and its child entity records. 

   NOTE

   For users with access to the left navigation pane and Contract Audit History, a list of all the changes made by all users also displays.

   

Tracking Events in Contract Audit History

The following three events are recorded for the entities in the Contract Audit History:

• Create: Logged when a new record is created for any supported entity. Field-level details show the values entered during creation.

• Update: Logged when an existing record is modified. Field-level details display both the old and new values.

• Delete: Logged when a record is deleted. Only a single entry appears in the contract audit history with the event type Delete. Field-level details remain blank because the record no longer exists.

The following table lists all entities and the events tracked for each:

NOTE

Delete tracking is not available for a Contract because deleting a contract also removes its corresponding Audit History.

Viewing the Contract Audit History

After you create, update, or delete any contract-related entity, follow these steps to view the Contract Audit History:

1. Go to Contracts and open the desired contract record.

2. Click the Ellipsis (...) icon and select Contract Audit History from the list.

   

   The Contract Audit History displays all Create, Delete, and Update events recorded for the selected contract.