Managing Additional Fields for Contracts and Suppliers

Overview

In Tropic, you can customize your contract and supplier records using both suggested and custom fields, providing greater visibility and control over your data management. Suggested fields are predefined options that can be enabled or disabled based on your needs, while custom fields allow you to capture unique data specific to your company's requirements. This guide will walk you through enabling suggested fields, understanding available custom field types, creating and populating custom fields for both contracts and suppliers, and ensuring they are easily accessible and exportable.

Suggested Fields

Suggested fields let you enable additional predefined fields for contract and supplier records. These fields, once enabled, are visible on the respective contract or supplier page and can be exported for reporting and analysis.

Enable or Disable a Suggested Field

Requires the following role: Owner

To enable or disable one or more suggested fields:

• In Tropic, go to Settings --> Additional Fields.
• Use the Enable toggle to enable one or more fields.
  • Fields are grouped by Contract Fields and Supplier Fields.

• Click Enable or Disable.

If you disable a field, its data is retained in case you re-enable the field later.

Example: Enabling Suggested Fields

Let's assume you have enabled the following suggested fields:

• Contract Field: Invoice Number
• Supplier Field: Certificate of Insurance

Available Contract Suggested Fields

The following suggested fields are available for contract records:

• Invoice Number
• Paper Source
• Purchase Order Number
• Termination for Convenience

Available Supplier Suggested Fields

The following suggested fields are available for supplier records:

• Certificate of Insurance
• Data Protection Agreement
• HIPAA Compliant
• ISO 27001 Certified
• Master Service Agreement
• Non-Solicitation Agreement
• Service Level Agreement
• SOC 2 Certified
• Stores Personally Identifiable Information (PII)

Revealing Enabled Suggested Fields on Contract and Supplier Pages

After enabling these suggested fields, they will appear on the relevant Contract or Supplier pages as follows:

• For Contracts (e.g., "Invoice Number"):

  • Navigate to the Contracts page.
  • Open the relevant contract record.
  • Scroll down to the Additional Contract Fields section.
  • Here, you will find the Invoice Number field where you can enter or view the invoice number associated with the contract.

• For Suppliers (e.g., "Certificate of Insurance"):

  • Navigate to the Suppliers page.
  • Open the relevant supplier record.
  • Scroll down to the Additional Supplier Fields section.
  • Here, you will find the Certificate of Insurance field where you can enter or view details related to the supplier's certificate of insurance.

Contracts Export Suggested Fields

Suppliers Export Suggested Fields

Custom Fields

Custom fields let you add unique data that is important to your company for tracking or reporting. You can use these optional fields to capture information about contracts or suppliers.

Maximum Limit for Custom Fields

Each organization can create up to 20 custom fields for contracts and suppliers combined. This limit ensures optimal performance and usability within the platform. 

Available Custom Field Types

The following custom field types are available for supplier or contract records:

• Multi-Select: able to create multiple options for selection

• Multiple Choice: able to create multiple options for selection
• Organization Users: provides a pick list of your organization users on the contract or supplier
• Text Field: enables the creation of a text field.  
• Supplier Contacts: provides a pick list of your supplier contacts

Creating and Populating Custom Fields

Requires the following role: Owner

Creating Custom Fields for Contracts

Custom fields allow you to capture unique data that is important to your company for tracking or reporting. These fields can be added to both contract and supplier records in Tropic. Example 

Example: Suppose you need to assign contracts to specific cost centers within the organization to facilitate budget tracking, expense allocation, and financial reporting. In this case, you might want to create a custom field for the Cost Center.

• Go to Settings > Additional Fields.
• Select the Custom tab and click Add Field.
• Choose a Field Type of Multiple Choice.
• Enter a Field Name as Cost Center.
• Under Options, you could add:
  • Option 1: Marketing
  • Option 2: Operations
  • Option 3: Finance
  • (Add more options as needed)
• Select Contract to include this field on a contract page.
• Click Add Custom Field.

Populating Custom Fields on a Contract Page

• Navigate to the Contracts page → Click Add Contracts.
• Select the relevant supplier for the contract and click Add Contract.
• Scroll down to the section Additional Contract Fields.
• Locate the custom field Cost Center and select the appropriate option (e.g., Marketing, Operations, Finance).

• Complete the rest of the contract details and click Save.
• Click View More to see your Custom field and its data.

Creating Custom Fields for Suppliers

Example: Suppose you need to organize suppliers based on geographical location to tailor communication and outreach efforts, and analyze supply chain distribution. In this case, you might want to create a custom field for Region.

• Go to Settings > Additional Fields.
• Select the Custom tab and click Add Field.
• Choose a Field Type of Text.
• Enter a Field Name as Region.
• Select Suppliers to include this field on a Supplier page.
• Click Add Custom Field.

Populating Custom Fields on a Supplier Page

• Navigate to the Suppliers page.
• Choose the supplier for whom you want to add information.
• Scroll down to the section Additional Suppliers Fields. 
• Locate the custom field Region and type in the Supplier’s location and click Save.

Note: If you encounter this error while adding a custom field, please submit a ticket for assistance; we'll be happy to assist you by creating the field for you.

Edit or Delete a Custom Field

To edit or delete a custom field:

• In Tropic, go to Settings --> Additional Fields
• Select Custom
• Click … in the custom field row
• Choose Edit or Delete
• Confirm delete or make the necessary updates and Save

A field type cannot be changed once the custom field is created. 

Additional Resources

Click on Requests and Contracts in our Help Center to get more detailed information.