AI-Powered Contract Analysis in Shareflex Shareflex Contract is an excellent system for managing both incoming and outgoing contracts. In this post, we show you how our
Municipality of Opwijk (Belgium)
We replaced our old contract system with Shareflex Contract Online to provide our users with advanced contract management features in SharePoint Online.
Contract Management SharePoint – All contracts in one place
Our Contract management software and its integrated modules, allow you to manage your contracts securely and efficiently throughout their entire lifecycle. The pre-configured standard application for professional contract management can be deployed in minutes and integrates seamlessly with Microsoft 365 and your existing SharePoint environment. It can also be easily customised to meet your company’s specific needs. This gives you maximum flexibility – without any additional programming. All contract documents are stored in your own M365 tenant, giving you the freedom to integrate additional M365 services with the contract system—such as backup, data security, reporting, Power Apps, Copilot AI, Purview, MFA, AppSource, to name a few. The contract management Software for SharePoint can also be tailored by us to meet your specific needs.
Want to see the details? Browse the complete end-user manual, read how AI analyses your contracts, or how digital signing with DocuSign and Adobe Sign works.
Technical details
Benefits of Contract Management Software on SharePoint
The main benefits of Shareflex Contract Software on SharePoint Online and M365:
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Microsoft 365
Contract Management work revolves around Word and PDF documents, making it logical to store them in SharePoint for perfect integration with MS Office 365. With M365 Cloud, you are at the forefront of IT, as Microsoft is a leader in office automation. Our contract software is installed on your own M365 SharePoint Online tenant. The benefits are numerous: Security
Integration
BackupAutomatic Backups: Your data is automatically backed up by Microsoft, so no more worries about data loss. Compliance
Audit Trail
Scalability
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AI
Storing contracts in the cloud (like SharePoint) opens huge opportunities for AI — from automated contract analysis to smart assistants that answer questions. With tools like Power Automate, Make.com and OpenAI, it’s easy to build solutions that extract insights, classify contracts, and speed up review work.
Check out how a chatbot can answer contract questions: https://lialis.com/ai-contract-analysis-in-shareflex-make-pinecone/
And our AI service that identifies metadata in new contracts: https://lialis.com/shareflex-contract-ai-services/
Contract Creation
- User-friendly interface
- Convenient contract capture
- Microsoft Office Template Management
- Automated contract creation from metadata, external databases / ERP systems
- Optional use of text modules / boilerplates
Contract Management
- Dates & Deadlines
- Email notification
- Automatic due date calculation
- Creation of contractual relationships
- Flexible metadata and full text search
- Integrated document management
- Permissions management
- Business partner management
Processes and Workflows
- Rules-based and ad-hoc workflows
- Graphical workflow designer
- Contract release and approval processes
- Automatic update of cancellation dates
Scan & Detect
| Shareflex Contract AI Services provides organizations with a powerful tool to automate contract analysis, improve compliance, and drive operational efficiency. |
ERP Connectors & Integrations
- Contract files in Outlook
- ERP integration (SAP, AFAS, Microsoft Dynamics (365), …)
- Integration with Microsoft Teams
- Master data reconciliation
- Third party integration
Permissions
- Individual permissions configurable via rules engine
- Subsequent updates of existing documents with admin functions
- Easy display of permissions
Audit trail
- Complete history of all versions, workflows, tasks etc. of a contract record
- History of changes to a document
- Stable link to managed documents
- Use of easily customisable master data for document classification
- Ability to reorganise documents using admin jobs, e.g. when department names change
Analysis & Reporting
- Flexible reports on all metadata
- Excel export
- Graphical reports with Power BI
Archiving
- Long-term secure storage with Microsoft 365 capabilities
- Ability to convert documents to PDF/A
- GoBD-compliant, audit-proof archiving
- Configuration via Microsoft Purview
- Process documentation possible
See Shareflex Contract in action
Shareflex Contract runs inside SharePoint Online, so your team works in a familiar Microsoft 365 environment. A few screens from the end-user manual:
Why SharePoint alone is not enough for contract management
SharePoint is a great place to store contracts, but a document library is not a contract management system. Deadlines, reminders, approvals and contract relationships have to be built around it. Shareflex Contract adds exactly that – ready to use, without building it yourself in Power Automate.
| Requirement | SharePoint on its own | With Shareflex Contract |
|---|---|---|
| Central contract register with metadata | Build your own lists and columns | Ready to use, with forms per contract type |
| Contract types (service, rental, leasing, purchase, NDA…) | No | Pre-configured contract forms, extendable |
| Automatic calculation of notice and end dates | No | Yes, including renewal periods |
| Reminders before deadlines | Build it yourself in Power Automate | Configurable per contract: interval, repeats and recipients |
| Approval and release workflows | Build it yourself | Rule-based and ad-hoc workflows, graphical designer |
| Business partners and legal entities | No | Master data with linked contracts |
| Contract structure and relationships (framework → call-off) | No | Yes, visible on every contract |
| Tasks, payments, periods and risks per contract | No | Yes, on the contract form |
| Digital signing | Separate tools | DocuSign and Adobe Sign integration |
| ERP integration (SAP, AFAS, Dynamics) | Custom development | Standard connectors and master data sync |
| AI metadata extraction from new contracts | No | Shareflex Contract AI Services |
| Audit trail and audit-proof archiving | File versions only | Full history, PDF/A, GoBD-compliant archiving |
The complete contract lifecycle in SharePoint
Contract management is more than storage. This is how Shareflex Contract supports every stage of the contract lifecycle – from the first request to archiving.
| Lifecycle stage | How Shareflex supports it |
|---|---|
| 1. Request & creation | Contract capture per contract type, Office templates, automatic creation from metadata or ERP data, optional text modules |
| 2. Review & approval | Rule-based and ad-hoc approval workflows with a graphical workflow designer |
| 3. Signing | Digital signing with DocuSign or Adobe Sign, directly from the contract record |
| 4. Storage & obligations | Contract documents, tasks, payments, positions and risks on one form, in your own Microsoft 365 tenant |
| 5. Deadlines & renewal | Automatic calculation of notice and end dates, upcoming-deadline views and email reminders |
| 6. Amendments | Contract relationships, version history and a complete change history per contract |
| 7. Termination & archiving | Long-term storage with Microsoft 365, PDF/A conversion, GoBD-compliant archiving via Microsoft Purview |
| 8. Analysis | Flexible reports on all metadata, Excel export and Power BI dashboards; AI contract analysis |
Who uses Shareflex Contract?
Public sectorMunicipalities and public bodies managing purchase, service and rental contracts – like the Municipality of Opwijk.
Manufacturing & procurementSupplier, framework and maintenance contracts with ERP integration and notice-period monitoring.
Legal departmentsContract records, matters and documents in one place – see also our legal practice software.
Facilities & real estateLeases, rental and insurance contracts with automatic renewal and expiry reminders.
Trusted by 300+ organisations. Shareflex is developed by Portal Systems AG and used by more than 300 organisations. Lialis customers include Mitsubishi Motors Europe, Sonoco – a packaging manufacturer with 20,000 employees in 33 countries, where Shareflex replaced 10 complex legacy IBM applications – and the Municipality of Opwijk.
“The Shareflex RichPoint Library app allowed us to replace several legacy apps. Additionally, Lialis built a custom Pricing Approval app for us using Shareflex.”Mitsubishi Motors Europe
Pricing
Shareflex Contract is a SaaS solution that runs in your own Microsoft 365 tenant. Pricing is based on the solution type and the number of users – with no distinction between read-only and content-creating users – and the software is invoiced annually. Ask us for a quote, or try it first.
Contract Management demo
This demo provides an introduction and general overview of SharePoint Contract, the contract management solution based on Microsoft 365 and SharePoint. We show you the main features and give you a first impression of the software’s user-friendly interface. But it’s best to see for yourself!
SharePoint Online Contract Management – Important articles selected for you
DocuSign Integration for SharePoint: the Shareflex DigitalSign API Introduction Digital transformation does not stop at contract and document processes. With the Shareflex DigitalSign API, Shareflex provides
AI Chatbot for Shareflex Contracts using Azure OpenAI and Azure AI Search (vectors) Smart AI chatbot for Shareflex Contracts and documents, fully running on Microsoft Azure.
User Manual Contract Management Shareflex Contract Management is a preconfigured ready-to-use Microsoft 365 SharePoint Online Contract Management system. It allows you to store, access, manage, and
Frequently asked questions
Is SharePoint on its own enough for contract management?
SharePoint is good at storing contract documents, but it has no contract register, notice-date calculation, deadline reminders, approval workflows or business partner records out of the box. You can build these with lists and Power Automate, or use Shareflex Contract, which provides them ready to use on top of SharePoint Online.
Where are our contracts stored?
All contracts and data are stored in your own Microsoft 365 tenant, in SharePoint Online. You keep all Microsoft 365 features such as backup, MFA, encryption and Purview.
Which contract types are supported?
Shareflex Contract comes with pre-configured forms for common contract types such as service, consultant, rental, leasing, insurance, maintenance, purchase, framework and confidentiality agreements. New contract types, fields and forms can be added.
Will we be reminded before a notice period or renewal date?
Yes. Notice and end dates are calculated automatically, and you can configure email reminders per contract with your own interval, number of repeats and recipients. Upcoming deadlines are also shown in a dedicated view.
Can contracts be signed digitally?
Yes. With the Shareflex DigitalSign API you can start signing processes with DocuSign or Adobe Sign (enterprise license) directly from the contract record.
Can it integrate with our ERP system?
Yes. Shareflex Contract integrates with ERP systems such as SAP, AFAS and Microsoft Dynamics, syncing master data to SharePoint and showing it directly on the contract form.
What happens to our contracts if we stop using Shareflex?
Your data stays in your own SharePoint environment and remains available to view and export. Only the creation of new contracts through Shareflex stops.
