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, Settings, and Audit. (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.
- Go to Organization → Actions → Add Organization.
- 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
- Go to Organization → Actions → Import Contract (or the Add button on an organization).
- Choose from device and select the signed PDF or Word file.
- Sapphires reads the document with AI and pre-fills the key fields — counterparty, effective and expiration dates, renewal terms, notice period, and category.
- Review the fields, adjust anything the AI didn't get exactly right, and save.
Tip: The file is uploaded and stored before the AI reads it, so a slow or interrupted scan never loses your document.
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:
- Upload the PDF or Word file.
- 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.
- 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
- Open a contract and choose Add under amendments.
- Upload the amendment; Sapphires extracts its terms.
- Restate the new Term and auto-renew setting — Term End and the next renewal are calculated for you.
- 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.
- A Missing row opens the Add-BAA flow for that organization.
- 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:
- Go to Organization → Settings → Lifecycle reminders.
- Enter a notification email and turn the daily digest on.
- 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.
10. Checking your document count
Your plan is sized by documents — contracts, BAAs, and amendments all count, whatever their status. Only deleted documents don't.
- Go to Organization → Settings.
- Scroll to the Documents card at the bottom.
- You'll see the count by kind — Contracts, BAAs, Amendments — and the total that counts toward your plan.
Tip: Expired and terminated documents still count — they're stored, searchable, and backed up like everything else. Delete a document if you no longer want it counted.
11. The audit trail
Every change to a contract, BAA, or amendment is recorded automatically — who made it, what changed, and when. The record is append-only: entries can't be edited or deleted by anyone, which is exactly what a compliance review wants to see.
- Go to Organization → Audit (the last sub-tab).
- Each row shows the user, the action (created, edited, deleted), the item, and — for edits — the exact field change, before and after.
- Switch the range between 30 days, 90 days, and 1 year.
- Use Export CSV to download the trail for the selected range — one row per field change, ready to filter in a spreadsheet.
The Audit tab is visible to Contracts Admins and Auditors.
12. 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, settings, and the audit trail.
- Contract Owner — sees only the contracts assigned to them.
- Auditor — read-only view of every contract, amendment, and BAA, plus the audit trail — with no ability to change anything.