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What you will achieve
Record the agreement's source terms and organise renewal work before the relevant contractual deadline.
Backstory records terms and supports follow-up. Changing a contract field does not execute a legal amendment, serve notice or renew an agreement with the supplier.
Before you start
Have the signed agreement and any amendments. Confirm the correct supplier relationship, contract owner and authorised commercial/legal reviewer.
Identify the difference between the end date, notice deadline and the date your internal renewal work should begin.
Record the agreement
- Open the contracts area, either directly or from the supplier relationship, and choose Create Contract.
- Enter the name, contract number, type, currency, start/end dates, status and description from the source agreement.
- Select the correct Supplier Relationship, then Create Contract.
- Open the record and select Edit contract terms.
- Review the notice period and renewal terms. Set Auto-renew contract only if the agreement actually provides for it; enter the renewal term when applicable.
- Record relevant termination, billing, data-location and other obligations in the appropriate editor sections.
- Save, reload and compare the recorded terms with the signed source.
Manage the renewal decision
Read the overview's next contractual deadline and renewal-work information. Create follow-up work early enough for service review, commercial negotiation and any approved notice.
Review supplier performance, outstanding incidents, scope changes and assurance evidence before deciding whether to renew.
Record the authorised decision and retain its evidence. If a renewal or amendment has actually been agreed, update the contract record to match the new source terms. If notice is served outside Backstory, retain proof through the approved document/record process.
Check it worked
Reload the overview and inspect the derived dates, auto-renewal indicator and current terms. Check the owner and renewal tasks. A reminder or calculated date should be cross-checked against the agreement before anyone relies on it.
If something goes wrong
| Problem | Next action |
|---|---|
| A deadline looks wrong | Check source start/end dates, notice period and renewal term |
| Notice deadline has passed | Escalate promptly to the authorised owner; editing the date cannot undo the contractual position |
| Renewal is still under negotiation | Keep the record clear about the current agreement and pending decision |
| An amendment conflicts with the original | Have the reviewer resolve the source terms before updating fields |
Human judgement matters
Do not tick auto-renewal or change status as a substitute for an approved commercial decision. This guide does not interpret the contract for you.
What next?
For the wider context, see Manage suppliers, contracts, spend and SLAs.
Review related supplier commitments, spend expectations and service obligations after the agreed renewal change.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message, not confidential evidence or session details.