How to Use ePact Across Departments
How to Use ePact Across Departments
"Sales uses ePact, but HR has their own system, and procurement still runs on paper." It's a familiar situation in many companies. The result is lack of overview, inconsistent processes, and time wasted searching for contracts across systems.
When the entire organisation comes together around one system, you get control of your contracts – and each other.
Why Shared Contract Management Makes Sense
Different departments have different contract needs, but the challenges are the same: Documents need to be sent for signature, status needs to be tracked, and completed contracts need to be archived securely.
With ePact as a shared platform, you get a central overview of all company agreements, uniform processes and quality across departments, reduced risk of lost or forgotten contracts, and better collaboration when multiple departments are involved in the same agreement.
Which Departments Typically Use ePact?
Sales and Customer Service
Sales agreements, quotes, service contracts, and customer agreements. Quick signatures are often crucial to closing a deal.
HR and Personnel
Employment contracts, addenda, severance agreements, confidentiality declarations, and personnel policies. HR often handles large volumes of documents with many signers.
Procurement and Suppliers
Supplier agreements, framework agreements, procurement terms, and data processing agreements. Good documentation protects the company against risks.
Finance and Accounting
Loan agreements, guarantees, leasing contracts, and financial agreements. Often requires high security and MitID signing.
Legal and Compliance
Overview of all contracts, standard templates, and ensuring terms are legally correct across the organisation.
Setup: Structure That Works
1. Define Folder Structure
Create a logical folder structure that reflects the organisation. This can be by department, contract type, or a combination. Example: Sales > Customer Agreements > 2025 or HR > Employment Contracts > Active.
2. Assign Roles and Permissions
Not everyone should be able to see everything. In ePact, you can control who has access to which folders and documents. HR sees HR contracts, sales sees sales agreements, and management gets an overview of everything.
3. Create Department-Specific Templates
Each department has its own contract types. Create templates that suit each department's needs, with the right fields and clauses predefined.
4. Designate Super Users
Each department should have a super user who knows the system well, can help colleagues, and acts as a liaison to the central administrator.
Cross-Department Collaboration
Some contracts involve multiple departments. A large customer agreement may require input from sales, legal, and finance. A new hire may involve HR, the hiring manager, and IT.
With ePact, multiple departments can work on the same document. You can share contracts across departments when relevant, set internal approvals before external sending, track status regardless of which department owns the contract, and comment and collaborate directly in the system.
Rollout: How to Get Everyone on Board
1. Start with One Department
Choose a department with clear needs and motivation. Let them become experts and ambassadors for the rest of the organisation.
2. Document the Success
Measure time savings, fewer errors, and faster signatures. Concrete results convince skeptics.
3. Adapt to Each Department
Show how ePact solves their specific challenges. HR has different needs than sales – communicate the value specifically.
4. Provide Sufficient Training
A short introduction of 30-60 minutes is often enough. Supplement with written guides and a super user they can ask.
5. Roll Out Gradually
Take one department at a time. This allows for adjustments and learning along the way.
Governance and Control
When multiple departments use the same system, shared guidelines are important. Define naming conventions, archiving principles, and division of responsibilities. Decide who can create templates and who can delete documents. And ensure regular cleanup and quality assurance.
The Bottom Line
ePact is designed to grow with your organisation. From one department to the entire company, you get a platform that unifies contract management, creates overview, and ensures consistent quality.
Start small, document the value, and expand gradually. Because when everyone works in the same system, contract management becomes a strength – not a bottleneck.
