RDLA Field Definitions - Contract

Field-by-field reference for the RDLA Contract object (Contract__c): labels, API names, data types, how each field is populated, and picklist values.

Field-by-field reference for the RDLA Contract object (Contract__c). The overarching contract between Cornell and the database vendor to dictate payment, access, etc. Is not necessarily renewed at the end of the contract term, but can continue unless needs changing. Generally all databases have a contract, even donated/free databases.

Part of the RDLA field definitions. For the step-by-step user guides, see Research Database Lifecycle - RDLA.

• Record type: Faculty Resources
• Relationships: Lookup to Faculty Resource, Account (vendor record) objects

Fields

Field / API Name	Type	Entry	Description	Picklist Values
Account Account__c	Lookup(Account)	User	The account associated with the contract. The vendor account record with whom the contract agreement is signed.
Begin Database Renewal Process Date Begin_Database_Renewal_Process_Date__c	Date	User	The date when the database renewal process should begin. This serves as a reminder to initiate renewal discussions and negotiations with the vendor before the contract expiration date.
Contract Amount Contract_Amount__c	Currency(16, 2)	User	Total amount of the contract due. Total amount of the contract per contract terms. Currently does not populate the database record.
Contract End Date Contract_End_Date__c	Date	User	The date the contract ends. End date of the contract per contract terms. Currently does not populate the database record.
Contract Name Name	Text(80)	Automatic, editable	Defined naming convention, year of contract start date - databasename
Contract Start Date Contract_Start_Date__c	Date	User	The date the contract started. Start date of the contract per contract terms. Currently does not populate the database record.
Contract Status Contract_Status__c	Picklist	User	The status of this contract. Status of the contract. No functionality or auto-update for the field at this time.	Active Canceled Completed Expired In Progress New
Contract Term Contract_Term__c	Picklist	User	The length of the contract. Time frame of the contract duration. Will calculate the end date if this is populated and the start date is populated, otherwise no additional functionality.	1 year 10 years 2 years 3 years 4 years 5 years 6 years 7 years 8 years 9 years Other
Contract Type Contract_Type__c	Picklist	User	The type of contract renewal (if any) this is. Indicates the type of contract, currently no additional functionality.	Annual Evergreen Multi-Year Other
Contract Type Other Contract_Type_Other__c	Text Area(255)	User	Description of 'other' contract type. Provides additional details if the contract type is other.
Current Current__c	Formula (Checkbox)	Automatic	Checked when the Contract Status is Active. Only one contract should be Active at one time.
Database Expiration Date Database_Expiration_Date__c	Date	User	The date when the database contract expires. This is the final date of access under the current contract terms. After this date, access to the database may be terminated unless the contract is renewed.
Database Non-Renewal Deadline Database_Non_Renewal_Deadline__c	Date	User	The deadline date by which a decision must be made whether to renew or not renew the database contract. This provides a formal cutoff for renewal notifications and ensures timely decision-making before the contract expiration date.
Database Renewal Date Database_Renewal_Date__c	Date	User	The date when the database contract renewal becomes effective. This marks the start date of the renewed contract period and confirms continued access to the database under the new or extended contract terms.
Description Description__c	Long Text Area(32768)	User	Description details for the contract.
Faculty Resource Faculty_Resource__c	Lookup(Faculty Resource)	User	The faculty resource this contract is for. The database record for which the contract is signed.
Funder Email Sent Date Funder_Email_Sent_Date__c	Date	User	Date the renewal email was sent to faculty funders for this contract. Auto-populated.
Number of Allowed Licenses Number_of_Allowed_Licenses__c	Text(255)	User
Quote Quote__c	Lookup(Quote)	User
Record Type RecordTypeId	Record Type	Automatic	System field, Faculty Resources
Special Terms Special_Terms__c	Long Text Area(32768)	User	Special terms for the contract. Total amount of the contract per contract terms. Currently does not populate the database record.

Reading the field table

• Entry – User: typed or picked by a person. Automatic: set by Salesforce (a formula, a flow, or the system) and not editable. Automatic, editable: set automatically but can be changed by hand. Not editable: cannot be changed once the record exists.
• Notes in italics describe how the field is used in the RDLA process.
• Picklist values are the ones available on the RDLA record type.
• The standard Salesforce fields Record ID (Id), Created By, Created Date, Last Modified By, Last Modified Date and Owner are on every object and are not listed.