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How do I add a New Agreement?

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Step 1: Navigate to the Agreements Tab

From the homepage, click on the Agreements tab on the top navigation bar. You can always tell which tab you are looking at as it will be highlighted in purple.

Step 2: Create New Agreement

Click on the New button on the right hand side of the Agreements homepage.

Select which type of agreement you'd like to add. If you are creating a new agreement select Agreement. If you are creating an agreement attached to another existing agreement, select Other Agreement. For more details on adding Other Agreements, see this help article.

Step 3: Add Agreement Details

Add the relevant details to your agreement. Any field that has a red asterisk next to it is required. Fields can be changed at later dates, however, in order to create an agreement, you must complete the required fields.

  1. Agreement Name: This will help you find agreements more quickly. We recommend the naming convention: Account Name Year of Start Date (Example: NYU Langone 2018), however you can use whatever convention best fits your program.
  2. Account Name: See Step 4: Add Account to Agreement
  3. Site Contact: See Step 5: Add Contact to Agreement
  4. Status: Always select Initial Agreement when adding a new agreement.
  5. Initiator Type: If you are creating an agreement for your department, select NYU. If you are adding in an agreement from an external vendor, select 2U, Hotchalk, etc.
  6. Agreement Start Date: Select Today if you want to begin the agreement on the day you create it, otherwise you can select a particular start date.

See the Field Glossary for a description of each field.

 

The fields in the Additional Information section are not required to create an Agreement, but should be updated as you have the information.

For example, you should always select the Departments/Programs Included in the Agreement, to make sure you can track what Agreements your program has. Additionally, if the Agreement applies to an Online Program, click the check box.

See the Field Glossary for a description of each field.

Step 4: Add Account to Agreement

In order to attach the agreement to an Account (Experiential Learning Site), you must add the Account Name.

Start by typing in the name of the Account to see if it already exists in Steinforce. There are three options that will happen when you type in the name.

  1. You will see the name of the Account listed as you type. If you see the account, select it and you can move on to enter additional details.
  2. You see multiple options in the list as you type. Click the magnifying glass (in this example "NYU Langone" in Accounts) to see a more detailed list of all of the options and select your Account from the list.
  3. You cannot find the Account, in which case, you will create the Account as a New Account at the bottom of the list.

Using NYU Langone Orthopedic Hospital as an example, let's review the options.

Step 4: Add an Account to Agreement (Option 1)

If you begin to type "NYU Langone Orthopedic Hospital" you can see a number of Accounts that include NYU Langone listed below. This list will change as you type more of the Account name.

If you know you would like to use NYU Langone Orthopedic Hospital as the account, select from the list.

The account will populate the Account Name field and you can continue on to additional fields.

Step 4: Add an Account to Agreement (Option 2)

If you begin to type "NYU Langone Orthopedic Hospital" and you cannot determine if the accounts listed are the correct one, you can click the magnifying glass next to "NYU Langone in Accounts" to see a more detailed view of the possible accounts.

By clicking the Account Name, the field will populate and you will return to the Agreement.

If you would like to see more details on the Accounts, you can also right click to open a new tab in Steinforce.

Step 4: Add an Account to Agreement (Option 3)

If you try both Option 1 and Option 2 and still cannot find the Account, you should add a new Account. It can be found at the bottom of the Account Name list.

For instructions on adding a new Account, please refer to the Adding a New Account article.

Step 5: Add a Contact to Agreement

The Site Contact is the person at the Account that you will communicate with in order to execute the Agreement. While they may not be the final signer, the Agreement will go to them when you send it.

You have the same three options to add a Contact to the Agreement as you did to Add an Account:

  1. You will see the name of the Contact listed as you type. If you see the Contact, select it and you can move on to enter additional details.
  2. You see multiple options in the list as you type. Click the magnifying glass (in this example "Emma Hutchinson" in Contacts) to see a more detailed list of all of the options and select your Contact from the list.
  3. You cannot find the Contact, in which case, you will create the Contact as a New Contact at the bottom of the list.

If you do not have the Site Contact when you create the agreement, that is alright, however, you should add the Contact as soon as you know who they are.

Step 6: Save and Review

Once you have added all the details for the Agreement, click the Save button on the bottom right of the screen.

You can now review the details of the Agreement you created and make any changes by double clicking the pencil icon next to any of the fields.

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