Searching and managing contracts

SECURITY  Manager

NAVIGATION   >  Contracts >  Search >  Contracts

NAVIGATION  Dashboard >  Contract entity widget >  Contract drill-down tables

• To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.

Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.

• To search for specific records, apply one or more search filters. Refer to Applying a search filter.

The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.

NOTE  There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.

The following tool buttons appear above the table:

Tool Button	Description
	New Button or Menu Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search: Click New. Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option. For help with populating the fields, refer to the context-sensitive Help of the page that opens.
	Export Button SECURITY  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data. NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format. Click the Export as CSV icon. A window opens that allows you to download and open the exported file. NOTE  Note that only the selected columns of the first 5,000 records will be exported. IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.
	Column Chooser The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following: Which columns are displayed on the table The left-to-right display order of the columns NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings. To customize the table, do the following: Click the column chooser icon above the search results. The Column Chooser page opens. Columns appear either in the Available Columns or the Selected Columns panel. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows. NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list. Click Save & Close. NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.
	Refresh Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Out of Compliance column

The column chooser allows you to display the Out of Compliance column. When it is selected, a warning icon indicates that the contract is out of compliance, that is, the quantity of devices on the contract does not match the number of devices that the contract is covering. This setting is specific to recurring service contracts. Refer to Managing contract compliance.

An exclusion set is a predefined list of roles, work types, and sub-issues that will not be covered under the current contract. Exclusion sets can be used in multiple contracts. They will increase accuracy and save time.

EXAMPLE  Most of your customers have a Remote Support contract that is the default contract, since initially, you will attempt to solve any issues on the phone or using screen sharing. This contract covers roles such as Support Technician and work types such as Remote Support. All other roles and work types are added to an exclusion set called Not Remote. This ensures that the ticket's or project's contract is not applied to time entries that use the excluded roles and work types. They will use the exclusion contract, or no contract at all.

• On the Contract Search page, the bulk menu lets you apply an exclusion set to multiple contracts associated with multiple customers.

• On the Organization > accessory tabs > Contracts tab, you can apply a specific exclusion set to multiple contracts associated with the current customer.

To associate an exclusion set with the selected contracts:

1. Click the bulk menu dropdown and select Associate Exclusion Set with Selected Contracts. A dialog window will open.
2. Select an exclusion set to associate the contracts with.

3. Click Save & Close to associate the selected exclusion set with the selected contracts.

For more information about contract exclusion sets, refer to Managing contract exclusion sets.

To manage contracts on a contract table, hover over the context menu icon to make a selection.

NOTE  These options require a security level with access to Contracts.