Participant form for Microsoft Word document templates

  • Release version: Washingtondc
  • Updated May 20, 2024
  • 2 minutes to read
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    Summary of Participant form for Microsoft Word document templates

    The Participant form allows you to add participants to Microsoft Word document templates within the Employee Service Management Contract Management Pro module. This feature is essential for managing document workflows, enabling actions such as filling, signing, and reviewing documents efficiently.

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    Key Features

    • Name: Unique display name for the mapped participant.
    • Action: Defines the action to be performed by the participant, including Fill, Sign, or Review, depending on the document type.
    • Order: Specifies the order in which tasks are initiated for participants.
    • User: Maps the participant to a user field, distinguishing between internal and external participants based on selection.
    • Participant Name and Email: Required for external users, these fields become optional when a user is selected.
    • Document Template: Identifies the specific document template being used.
    • Due Date Source: Determines the due date for the document task based on task records or customizable offsets.
    • Advanced Script: Allows for custom scripting to define participant conditions.
    • Optional: Enables the option to skip participants if necessary information is unavailable.

    Key Outcomes

    By configuring the Participant form, ServiceNow customers can streamline the document management process, ensuring clarity in participant roles and actions. This setup enhances the efficiency of document workflows, enabling timely completion of tasks and improving overall operational effectiveness in contract management.

    Use the Participant form to add participants in a Microsoft Word document template.

    Table 1. Participant form
    Field Description
    Name Unique display name of the mapped participant.
    Action Type of action to be performed by the participant such as Fill, Sign, or Review.
    Important:
    In case of ServiceNow signing, Fill and Review actions are available for a PDF template. In case of external signing, Sign action is available for PDF and word document templates.
    Order Order in which a task has to be initiated for the participant to complete the action.
    User Mapping user field to a participant.
    Note:
    • When you select a value, the participant is considered to be an internal user. If Participant Name and Participant Email fields (optional for internal user) are filled along with User field, the electronic signature task will be 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 will be considered an external user (Participant who does not have access to ServiceNow system). For such participants, Participant Name, Participant Email are to be specified.

    • 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:
    • When you select a value in User field, the Participant name field will be an optional field. When you do not select a value in User field, the Participant name field will be a mandatory 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:
    • When you select a value in the User field, the Participant email field will be an optional field. When you do not select a value in User field, Participant email field will be a mandatory 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.
    Table Table (sys_user table or any table extending sys_user table) from which you are choosing 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 and Participant email. 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.