Routing NDAs to suppliers

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Routing NDAs to suppliers

    This feature streamlines the process for procurement specialists to create, route, and manage Non-Disclosure Agreements (NDAs) with suppliers and third parties. It centralizes all necessary actions within the Source-to-Pay Workspace, reducing manual effort and ensuring compliance through automated workflows integrated with DocuSign for electronic signatures.

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    Key Features

    • Template-Based NDA Creation: Use a default document template provided by the Document Template plugin [sndoc] to define NDA content and update signer details stored in the Signers table.
    • DocuSign Integration: Route NDAs for signing via DocuSign, enabling suppliers and third parties to sign electronically through email notifications or portals.
    • Automated Case Creation: When an NDA is missing for a supplier during procurement, a “Send NDA for Signature” case is automatically created in Procurement Case Management.
    • Centralized Management: Monitor, review, and close NDA cases directly from a designated playbook in Source-to-Pay Workspace.
    • Flexibility and Customization: Modify the Send NDA for Signature playbook and add new signer participants by updating procurement case columns and playbook logic as needed.

    How It Works

    • Define or update NDA content and signer list using the provided template.
    • Set up and configure DocuSign integration to enable electronic signing.
    • Create or access a “Send NDA for Signature” procurement case via Source-to-Pay Workspace.
    • Prepare the NDA and send it out for signature using the playbook interface.
    • Suppliers and third parties sign electronically either through email links or portals (Supplier Collaboration Portal for external parties, Employee Center for internal representatives).
    • Review signed documents within the playbook, notify stakeholders, and close the procurement case.

    Important Notes

    • Use the November 2023 version of the Document Template plugin [sndoc] to ensure compatibility with Procurement Case Management and associated playbooks.
    • If the Playbook tab is missing in Source-to-Pay Workspace, verify the Document Template Integration with DocuSign application is correctly installed.

    Additional Configuration

    Procurement teams can customize the Send NDA for Signature playbook to fit organizational needs by adding new signer participants through procurement case modifications and updating playbook subflows. Flow details and logic are accessible in the Playbooks configuration.

    Reduce manual effort by providing your procurement specialist with a single place to perform all the necessary actions when creating and routing Non-Disclosure Agreements (NDAs) to suppliers and third parties.

    As a procurement specialist, you can easily define your NDA content and update signer details with the help of a document template that is provided by default with the Document Template plugin [sn_doc], which is added as a dependency on Procurement Case Management [com.sn_spend_psd]. The signer details are stored in the Signers table.​
    Note:
    You must use the November 2023 version of the Document Template plugin [sn_doc] for using the November 2023 versions of the Procurement Case Management and Playbooks for Sourcing and Procurement Operations plugins.

    Further, procurement specialists can easily​ route the NDAs to suppliers and third parties for signing via DocuSign integration, review the signed documents, and close the procurement case of type Send NDA for Signature, from a designated playbook in Source-to-Pay Workspace.

    Details of the workflow are provided here.
    1. Define your NDA content and update the list of participants for signature.​ See Define NDA content and update the list of signers.
    2. Set up DocuSign.

      For more information, see Docusign eSignature Spoke.

    3. Navigate to All > Procurement Case Management > Source-to-Pay Workspace.
    4. Select the list icon and select All team work > Cases.
    5. Select New.
    6. In the Create a new case dialog box, select Send NDA for Signature.
    7. Select Create Case.
      Note:
      During a procurement request, when a valid NDA isn’t available for the selected supplier, a procurement case of type Send NDA for Signature is automatically created.
    8. Open the case in Source-to-Pay Workspace, prepare the NDA, and send it for signing to the suppliers and third parties from a playbook.​ See Send NDA to suppliers for signature.
      Note:
      If the Playbook tab isn’t visible in Source-to-Pay Workspace, verify that the Document Template Integration with DocuSign application is installed correctly.
    9. Sign the NDA.
    10. Review the signatures from the playbook in Source-to-Pay Workspace, notify the user, and close the case. See Send NDA to suppliers for signature.

    Additional configurations

    You can make changes to the Send NDA for signature playbook, if you must, from Playbooks.

    For adding new participants, create a new column on the procurement case and update the logic to populate in Playbooks. For more information, refer to the implementation of the signer_1 column.

    You can also update the subflows to incorporate any new logic. Flow details can be found in different steps in Playbooks.