This guide explains how to
manage agency contracts and notifications for your Social
Work program in Exxat Prism.
You will learn how to
create contracts, link existing agreements to multiple agencies, maintain contract information, and manage supporting documents.
The guide also covers how to
identify missing or expiring contracts, review contract information, and configure automated email reminders
for upcoming contract expirations.
Exxat Prism allows you to maintain contracts associated with agencies and locations in a centralized location.
You can record important agreement details, including contract dates, status, covered programs, locations, and supporting documents.
When the same agreement applies to multiple agencies or locations, you can link the existing contract rather than creating duplicate records.
Exxat Prism also provides filtering, reporting, and automated notification options to help your program monitor contract status and upcoming expiration dates.
Access and Review Contracts
To access contract information:
- Login to Exxat Prism using your university credentials.
- From the Exxat Prism Dashboard or hamburger menu, select Agencies.
- Go to the Contracts tab.
The Contracts page contains two sections:
Agencies With Contracts: List of agencies with existing contracts, along with information such as contract name, contract number, status, and start date.
Agencies Missing Contracts: List of agencies that do not have contracts associated with them.
You can use these sections to identify agencies with existing agreements and those that may require contract information.
Search and Filter Contracts
Use the search box to locate a specific agency or contract.
For more specific results, select the funnel icon to apply filters.
Once you find the applicable agency, select its name to open the agency profile.
Then select Contracts from the top menu.
The panel on the left displays the contracts associated with the selected agency. Select a contract to view its details on the right.
Next to List of Contracts, two icons are available:
- Chain icon: Link an existing contract to the agency.
- Plus (+) icon: Create a new contract.
Creating a New Contract
You can create a contract directly from the agency profile.
- Go to Agencies, in the top menu select Contracts, and open the applicable agency page.
- Select Contracts from the top menu.
- Click the plus (+) icon next to List of Contracts.
- In the Add Contract drawer that opens, enter the contract details.
Complete the following information:
| Field | Description |
|---|---|
| Contract Name | Name that identifies the agreement. This field is required. |
| Contract Number | A contract number is generated automatically. You can modify it if needed. |
| Tax ID | Enter the Tax ID, if applicable. This field is optional. |
| Initiated By | Faculty or staff member who initiated the contract. |
| Primary Contact | Primary contact person for the agreement. |
| Start Date | Contract’s start date. This field is required. |
| Expiration Date | Contract’s expiration date. This field is required. |
| Contract Template | Select the applicable contract template. This field is required. |
| Status | Specify the contract status. Contracts are active by default. |
| Notes | Add any relevant information about the agreement. |
- Review the information and click Save.
The contract is added to the selected agency. You can return to the contract later to update its information or manage additional details.
Link a Existing Contract to Another Agency
If the same agreement covers multiple agencies, you can link the existing contract to another agency.
This allows you to maintain a single agreement across multiple agencies without combining their individual agency records.
- Go to Agencies, in the top menu select Contracts
- Open the applicable agency page to which you want to link the contract.
- Select Contracts from the top menu.
- Click the chain icon next to List of Contracts.
- In the Link Contracts drawer that opens, locate the contract you want to link.
- (Optional) use the funnel icon to filter the list.
- Select the checkbox next to the applicable contract.
- Click Save.
The selected contract is linked to the agency.
Note:
Contracts already associated with the agency appear greyed out and cannot
be selected again.
Managing Contract Details
Once a contract has been created or linked, you can review and maintain its information from the agency’s Contracts page.
- Open the agency page and go to Contracts
Exxat Prism Dashboard > Agencies > Contracts > Agency Name > Contracts - Choose the contract from the left panel.
Each contract contains two tabs:
- About
- Contract Generation
About
The About tab contains the contract’s details and related information.
You can use this tab to maintain the contract’s basic information, associated programs and locations, categories, routing checklist, and supporting documents. To modify the information, click the edit icon, make the required changes, and save them.
| Basic Information and Contact Details | Review the contract’s existing information, including its dates, status, and contact details. |
| Programs | The Programs section allows you to maintain the academic programs covered by the agreement. This is applicable when your institution has common contract sharing enabled. For example, if multiple academic programs within the same university use Exxat Prism and share agencies, the same contract can be associated with the programs covered by the agreement. |
| Categories | Categories allow you to organize contracts for easier identification, grouping, and filtering. Contract categories can be configured under Agencies > Setup. Once the categories are available, they can be assigned to applicable contracts. |
| Locations | The Locations section allows you to maintain the locations covered by the contract. If the agreement applies to multiple locations associated with the agency, you can link those locations to the same contract. This helps maintain the relationship between the agreement and the locations it covers. |
| Routing Checklist | The Routing Checklist is maintained at the institutional level. You can add or update the applicable checklist information for individual contracts. |
| Contract Documents | You can upload supporting contract documents in the About tab. This allows you to maintain relevant agreement files alongside the contract information. Older documents can also be archived when necessary. |
Contract Generation
The Contract Generation tab allows you to generate contracts using templates available to your program.
To generate a contract:
- Open the agency page and go to Contracts
Exxat Prism Dashboard > Agencies > Contracts > Agency Name > Contracts - Choose the contract from the left panel.
- Open the Contract Generation tab.
- Use an available template to generate the contract for download.
Note:
If no contract generation templates are available, contact the Exxat Prism Support Team for assistance with getting started.
Unlink a Contract
If a contract is linked to multiple agencies but should no longer be associated with one of them, you can unlink it.
Unlinking removes the contract’s association with the selected agency without deleting the contract itself.
The contract remains available to other agencies to which it is linked.
- Go to Agencies, in the top menu select Contracts, and open the applicable agency page.
- Select Contracts from the top menu.
- From the left panel, select the contract.
- Click Unlink Contract.
- A confirmation pop-up appears.
- Enter the displayed verification number and click Unlink.
The contract is no longer associated with the selected agency.
Delete a Contract
You can permanently delete a contract if it is associated with only one agency.
Contracts linked to multiple agencies cannot be deleted.
- Go to Agencies, in the top menu select Contracts, and open the applicable agency page.
- Select Contracts from the top menu.
- Choose the contract you want to delete.
- Click Delete Contract.
- In the confirmation pop-up, enter the displayed verification number to confirm the deletion.
Important:
Deleting a contract permanently removes the contract record. If the contract is associated with multiple agencies, you must use Unlink Contract to remove its association with an individual agency.
Contract Expiration Notifications
Exxat Prism allows you to configure automated email reminders for contracts approaching their expiration dates.
You can create multiple notifications with different reminder periods, frequencies, and recipients.
Existing notifications can also be modified, paused, or deleted.
Configure an Auto Notification
- Go to Sites from the Exxat Prism Dashboard or hamburger menu
- Select Setup and go to Auto Notifications.
- Click Add Notifications
A Add Notification drawer opens where you can configure the notification settings. - Select the Notification Type
- Expiring Contracts
- Expiring Field Instructor / Task Supervisor Credentials.
- Enter a Notification Title.
Choose a title that helps you identify the notification, particularly if you plan to configure reminders for different groups of recipients. Under How early should we start alerting you?, specify how far in advance you want to receive expiration reminders.
Enter a number and select the appropriate time unit: Days,Weeks, or Months
For example, you can configure a notification for contracts expiring within the next 90 days or six months.
Select how frequently the notification should be sent.
Available options include:
- Daily
- Weekly
- Monthly
- Yearly
- Click Save and Continue.
You will navigate to the Recipients tab. - Select the users who should receive the notification.
- (Optional) select if you want to Notify Field Instructor or Task supervisor.
- (Optional) select if you want to cc Staff and Faculty on Field Instructor / Task Supervisor emails.
- Click Create Notification.
The notification is created using the configured reminder period, frequency, and recipient information.
Manage Existing Notifications
Auto Notifications can be updated as your program’s needs change.
You can:
- Modify a notification to update its configuration - use the edit icon.
- Pause a notification when reminders are temporarily unnecessary - use the Toggle button to activate or deactivate the notification.
- Delete a notification that is no longer required - use the delete icon.
This allows you to maintain different expiration reminders for different contract monitoring needs.
Tracking and Exporting Contract Information
The Contracts page provides search, filtering, and export options to help you monitor agreement information.
You can use these options to review contract status, identify missing agreements, and track upcoming expirations.
Identify Expiring Contracts
- Go to Agencies > Contracts.
- Click the funnel icon to open the available filters.
- Use the expiration filter to identify contracts approaching their expiration dates.
- Select the applicable period, such as contracts expiring within 30 or 60 days.
- Review the matching contracts.
You can also combine the available filters to narrow the results based on contract status, programs, categories, or other criteria.
Export Contract Information
To export contract information:
- Open Agencies > Contracts.
- Use the available search and filter options to display the records you want to review.
- Click the sheet and arrow icon to export the information to Excel.
The exported information can be used for additional review or reporting.
Customize the Contract List
You can adjust the columns displayed in the contract list.
- Open the Contracts page.
- Click the wrench icon.
- Rearrange the displayed columns as needed.
This allows you to organize the information based on the contract details most relevant to your work.
Maintaining Contract Records
Regularly reviewing contract information helps keep your agency records accurate and makes it easier to identify agreements that require attention.
When maintaining contracts in Exxat Prism, review the expiration dates, contract statuses, associated agencies and locations, and supporting documents.
If an agreement applies to multiple agencies, use the contract linking option to maintain the existing agreement rather than creating duplicate records.
You can also configure Auto Notifications to receive reminders before contracts expire and use the available filters and export options to monitor contracts across your program.
Troubleshooting
| # | Issue | Possible Cause | Solution |
|---|---|---|---|
| 1 | Unable to save a new contract. | One or more required fields may be incomplete. | Verify that Contract Name, Start Date, Expiration Date, and Contract Template are completed. Review the information and click Save. |
| 2 | Unable to select a contract when linking it to an agency. | The contract is already associated with the selected agency. | Contracts already linked to an agency appear greyed out. Check the agency’s existing contracts before attempting to link the agreement again. |
| 3 | Unable to delete a contract. | The contract is associated with multiple agencies. | Contracts linked to multiple agencies cannot be deleted. Use Unlink Contract to remove the association with an individual agency. |
| 4 | Contract generation templates are unavailable. | Contract generation templates have not been made available to the program. | Contact the Exxat Prism Support Team for assistance with getting started with contract generation. |
| 5 | Unable to find a specific contract in the Contracts list. | Search terms or applied filters may be limiting the displayed results. | Clear the existing filters and search again using the agency or contract information. |
| 6 | An agency appears under Agencies Missing Contracts. | No contract is currently associated with the agency. | Open the agency profile and create a new contract or link an existing agreement, as applicable. |
| 7 | Contract categories are unavailable for selection. | The required categories may not have been configured. | Go to Agencies > Setup and verify that the applicable contract categories are configured. |
| 8 | A contract is not appearing in the expected expiration filter results. | The contract’s expiration date may fall outside the selected period, or other filters may be restricting the results. | Review the contract’s expiration date and adjust or clear the applied filters. |
| 9 | Contract expiration reminders are not being received. | The notification may be paused, or its reminder period, frequency, or recipients may not match the intended configuration. | Go to Sites > Setup > Auto Notifications. Verify that the notification is active and review its reminder period, frequency, and selected recipients. |
Frequently Asked Questions
Yes. Exxat Prism allows you to link an existing contract to multiple agencies. This helps maintain a single agreement without creating duplicate contract records.
Unlinking: Removes the association between a contract and a specific agency without deleting the contract itself. The contract remains available to other agencies to which it is linked.
Deleting: Permanently removes the contract record. A contract can only be deleted if it is associated with a single agency.
Yes. If your institution has common contract sharing enabled, a contract can be associated with multiple academic programs covered by the agreement.
Yes. You can associate multiple locations with a contract when the agreement covers more than one location within the agency.
You can maintain the following information:
- Contract details, including dates and status
- Primary contact information
- Associated academic programs and locations
- Contract categories
- Routing checklist information
- Supporting contract documents
Yes. The Contract Documents section allows you to upload supporting agreement documents and archive older documents when necessary.
Yes. You can create multiple notifications with different reminder periods, frequencies, and recipients based on your program's contract monitoring needs.
Yes. You can pause an existing notification and reactivate it when needed.
Navigate to Sites > Setup > Auto Notifications and use the toggle button to activate or deactivate the notification.
Yes. The Contracts page provides an Excel export option. You can apply search criteria and filters before exporting the information for additional review or reporting.
Yes. Use the wrench icon on the Contracts page to rearrange the displayed columns based on the contract information most relevant to your work.
0 comments
Please sign in to leave a comment.