Participant form for contract templates

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Participant Form for Contract Templates

    The Participant form is designed to facilitate the addition of participants to a contract template within the ServiceNow platform. This functionality is particularly useful for managing contract processes efficiently, especially when dealing with both internal and external users.

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    Key Features

    • Name: Displays the mapped participant's name.
    • Action: Specifies the type of action, such as 'Sign', that the participant is expected to complete.
    • Order: Determines the sequence in which tasks are assigned to participants.
    • User: Maps a user to a participant. Internal users are selected here, while external users require additional information.
    • Participant Name: Required for external users if the User field is not selected.
    • Participant Email: An email address is also mandatory for external participants.
    • Participant Title: Optional field to specify the title of the external participant.
    • Document Template: Specifies the name of the document template associated with the contract.
    • Due Date Source: Defines the due date for the document task assigned to the participant.
    • Advanced Script: Allows for custom scripting to set specific participant conditions.
    • Optional: When enabled, a participant can be skipped if user and email information is missing.

    Key Outcomes

    By utilizing the Participant form, ServiceNow customers can efficiently manage contract templates by clearly defining participant roles, ensuring proper communication with external parties, and automating task assignments. This leads to improved workflow management and compliance in contract processing.

    Use the Participant form to add participants in a contract template.

    Table 1. Participant form
    Field Description
    Name Display the name of the mapped participant.
    Action Type of action to be performed by the participant such as Sign.
    Order Order in which a task has to be initiated for the participant to complete the action.
    User Mapping the user field to a participant.
    Note:
    • When you select a value, the participant is considered to be an internal user. When the Participant Name and Participant Email fields (optional for internal user) are filled along with the User field, the electronic signature task is sent to Participant Name and Participant Email, not the Name and Email from the User field.

      When you do not select a value in the User field, the participant is considered an external user (Participant who does not have access to ServiceNow system). For such participants, specify Participant Name, Participant Email, and Participant Title.

    • The value in the User field is cleared when you save or update the template with the Advanced script field selected.
    Participant name Option to specify the name when the defined participant is an external user.
    Note:
    • Participant name and participant email are mandatory when you do not select a value in the User field.
    • The value in the Participant name field is cleared when you save or update the template with the Advanced script field selected.
    • This field is available only when signing type is AdobeSign or DocuSign.
    Participant email Option to specify an email address when the defined participant is an external user.
    Note:
    • Participant name and participant email are mandatory when you do not select a value in the User field.
    • The value in the Participant email field is cleared when you save or update the template with the Advanced script field selected.
    • This field is available only when signing type is AdobeSign or DocuSign.
    Participant title Option to specify the title when the defined participant is an external user.
    Note:
    • The value in the Participant title field is cleared when you save or update the template with the Advanced script field selected.
    • This field is available only when signing type is AdobeSign or DocuSign.
    Table Table (sys_user table or any table extending sys_user table) from which you choose to populate the variables.
    Document template Name of the document template.
    Document task template Template selected on the Document Template task table to populate additional details for the document task, such as description and short description for fill, sign and review tasks.
    Note:
    If additional details are not defined, the default values of the template are used in the document template task.
    Due date source Due date for the document task that is created for that participant.
    Date offset type Due date for the document task is picked from the task record. Additionally, you can offset the due date by days, weeks or months.
    Advanced script Option to display the Script field.
    Script Script indicating the participant conditions with User ID, Participant name, Participant email, and Participant title. This field is enabled only when the Advanced script field is selected.
    Optional When enabled, a participant will be skipped if the participant user and participant email is not available. This check is done during runtime only and not while configuring the template.