Managing Documents Across Contracts and Suppliers in Tropic

Overview

Tropic allows you to manage documents more effectively by associating them with multiple contracts, requests, and supplier profiles. This feature ensures a single source of truth, eliminates duplicate files, and provides clear visibility into where each document is connected within the platform.

Step By Step Demo

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Why Document Linking Matters

• Link a single document to multiple contracts, requests, or supplier profiles, ensuring streamlined access and eliminating duplicate uploads.
• Maintain data consistency with a single source of truth, reducing redundancy and keeping information up-to-date across all linked resources.
• Effortlessly manage document associations: link, verify, reposition, or disconnect documents as needed, all within a few clicks.
• Gain clear visibility into document connections, making it easier to track and audit where documents are being used.

Managing Your Documents

Tropic provides several ways to bring documents into the platform and associate them with the right contracts or suppliers. You can upload documents manually, import them from Google Drive, or use forwarding rules to make the process more efficient.

Forwarding Documents into Tropic

📌 Documents can only be forwarded from email addresses that are associated with users in Tropic.

• If a supplier forwards a document, it will not upload.
• If you use a shared inbox or alias (like purchasing@company.com), that inbox must be added as a user in Tropic first.
• If a document doesn’t appear in Tropic, check whether the sending address is tied to a Tropic user. This is the most common reason uploads fail.

How to Forward a Document:

• Go to Contracts → Documents and click Add Documents.
• In the modal, click the link under Forward emails to to copy your organization’s forwarding email address.
• Paste that address into your email, attach one or more documents, and send.
• The documents will appear in the Contracts → Documents tab with Email Forwarding listed in the Import Source column.

Forwarding Executed Documents Automatically from Your CLM

You can set up your Contract Lifecycle Management (CLM) tool to automatically forward executed contracts to Tropic. This ensures documents reach the platform without requiring manual uploads, keeping your renewal calendar and contract records accurate.

Why Set This Up

• Ensures executed contracts are captured in Tropic in real time.
• Reduces manual work and missed uploads.
• Improves renewal tracking and reporting accuracy.

How to Set Up Automatic Forwarding in Your CLM

1. Check Your CLM Settings

Go to your CLM’s Admin or Settings section.
Look for features like:

• Workflows or Automation Rules.
• Notifications or Reminders.
• Document Sharing or Auto-Distribution.

2. Create a Trigger

Decide when to forward the document. Common triggers:

• Upon contract execution (fully signed).
• Upon upload (new document added to repository).
• Upon approval (final internal review completed).

3. Define the Recipients

• Use your organization’s Tropic document forwarding email.
• You can find it in Tropic by going to Contracts → Documents → Add Documents.
• Click the Forward emails to link to copy the address.

4. Choose the Format and Delivery

• Most CLMs forward a PDF copy.
• Some also support secure links or original file formats.
• Set delivery method to email attachment or email with secure link.

5. Test the Automation

• Run a test contract through your CLM.
• Confirm the document appears in Contracts → Documents in Tropic with “Email Forwarding”. listed as the import source.

Ironclad Example

1. Go to Company Settings → Workflow Designer.
2. Select a workflow template (e.g., MSA, NDA).
3. Add a rule in the Rules tab triggered by “Executed.”
4. Choose Send Email as the action.
5. Add the Tropic forwarding email as the recipient.
6. Attach the executed PDF or include the secure link.
7. Save, publish, and test the rule.

How to Manage Document Connections

Before managing connections, check that your document is in Tropic. You can upload it directly, import it from Google Drive, or forward it from your inbox.

• Navigate to the Contracts page and select the contract you want to update.
• Click Edit and click Show Document.
• Click on the document you want to manage.
• Click the ellipsis (…) and select Manage Connections.

• Link an Additional Contract

  • Select Existing and open the contract dropdown.
  • Search and select the relevant contract using keywords.
  • The document will now appear under all associated contracts.

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  • You can link documents to multiple contracts, ensuring consistency and eliminating redundant uploads. Select each relevant contract from the dropdown, and the document will be available under all associated contracts, making it easier to track and manage procurement records efficiently.

• Move a Document

  • Select the new contract.
  • Remove the link from the original contract by clicking the X next to its name.
  • Save your changes.

• Link to a New Contract

  • Select New instead of Existing.
  • This creates a new contract and associates the document at the same time.
  • The document remains linked to any previous contracts unless removed manually.

• Verify Connections

  • Hover over the supplier name to display details.
  • Click the tooltip to open the contract in a new tab and review.

📌 You can also manage document connections from:

• The Contracts page → Documents tab.
• Supplier Profiles, where documents may be linked at the supplier level.

Best Practices

• Review document connections regularly to ensure accuracy.
• Remove outdated connections when documents are no longer relevant.
• Use clear document names and consistent metadata to simplify tracking.
• Consider setting up CLM forwarding rules early in implementation to avoid gaps.

Additional Resources

For more guidance on document management in Tropic, visit our Help Center.