Participant form for contract templates

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

    The Participant form allows users to add participants to contract templates in ServiceNow's Contract Management Pro. This feature is essential for managing contract requests effectively by defining roles and actions for each participant involved in the signing process.

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    Key Features

    • Name: Displays the mapped participant's name.
    • Action: Specifies the type of action (e.g., Sign) the participant must perform.
    • Order: Defines the sequence in which tasks are assigned to participants.
    • User Mapping: Associates a participant with a specific user; selecting a user indicates an internal participant, while leaving it unselected denotes an external participant.
    • Participant Name, Email, and Title: Mandatory fields for external participants to ensure proper identification and communication.
    • Document Template: Identifies the document template used for the contract.
    • Due Date Source: Allows setting and offsetting due dates for tasks assigned to participants.
    • Advanced Script: Enables custom scripting for participant conditions.

    Key Outcomes

    By accurately configuring the Participant form, ServiceNow customers can streamline the contract signing process, ensuring that all necessary participants are included and that actions are clearly defined. This leads to improved efficiency in contract management and better tracking of participant responsibilities within the ServiceNow environment.

    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.