Managing contracts in Sapphires

A practical walkthrough of the Organization module — your system of record for every contract, organization, amendment, and BAA, with AI document scanning and automatic renewal reminders.

1. Getting to the Organization tab

Sign in with your work email, then open Organization in the top navigation. Inside, you'll find sub-tabs for Actions, Organizations, Contracts, Amendments, BAAs, and Settings. (Which tabs you see depends on your role — see Who can see what.)

2. Adding an organization

An "organization" is any company you hold agreements with — a customer, vendor, or payer. Contracts attach to organizations.

1. Go to Organization → Actions → Add Organization.
2. Enter the company name and details, and save.

On the Organizations tab you can search across name, domain, and website to find one quickly.

3. Adding a contract

1. Go to Organization → Actions → Import Contract (or the Add button on an organization).
2. Choose from device and select the signed PDF or Word file.
3. Sapphires reads the document with AI and pre-fills the key fields — counterparty, effective and expiration dates, renewal terms, notice period, and category.
4. Review the fields, adjust anything the AI didn't get exactly right, and save.

4. Scanning a document with AI

Anywhere you add a contract, amendment, or BAA, Sapphires can extract the details for you instead of typing them in:

1. Upload the PDF or Word file.
2. Sapphires runs it through document AI and returns the extracted fields — usually in a few seconds. Long documents show a progress screen while it works.
3. Always review the results before saving. AI extraction is an aid, and you're the final check.

5. The contracts list & filters

The Contracts tab is your register. Each row shows Term End and Auto-Renew at a glance, and the live renewal state is always up to date. Use the Filters panel to narrow by status, category, organization, or service line. Click any contract to open its detail panel, where you can View the PDF, Edit, Renegotiate, or add an amendment.

6. Amendments & renewals

1. Open a contract and choose Add under amendments.
2. Upload the amendment; Sapphires extracts its terms.
3. Restate the new Term and auto-renew setting — Term End and the next renewal are calculated for you.
4. Check Update parent contract with these terms if the amendment should roll its dates onto the original contract.

Everything you change on one tab refreshes the others automatically — no need to reload the page.

7. BAAs — coverage tracking

The BAAs tab shows Business Associate Agreement coverage for every organization at a glance — On file, In contract, or Missing.

1. A Missing row opens the Add-BAA flow for that organization.
2. An On file row opens the BAA document; In contract jumps to the contract that embeds it.

8. Renewal reminders

Never miss a renewal or a notice deadline:

1. Go to Organization → Settings → Lifecycle reminders.
2. Enter a notification email and turn the daily digest on.
3. Choose exactly when reminders fire with the checkpoint toggles — set once, per account:
   • Notice deadline — 60, 30, 7, or 1 day before the deadline to give notice.
   • Renewal — 60, 30, or 7 days before, or on the day.
   • Expiration — 60, 30, or 7 days before, or on the day.

Everything arrives as a single daily digest, and only on days something is actually due — no empty inboxes.

9. Exports & backup

You can export your contracts to CSV or download a PDF bundle, filtered by organization, status, category, or service line. Documents are also backed up to your OneDrive automatically each night.

10. Who can see what

Access to the Organization module is least-privilege — a person sees a feature only when your business has it enabled and their role grants it. Common contract roles:

• Contracts Admin — runs the full module: contracts, organizations, amendments, BAAs, and settings.
• Contracts — works and views contracts, without the management tabs.
• Contract Owner — sees only the contracts assigned to them.
• Auditor — read-only view of every contract, amendment, and BAA, with no ability to change anything.