Routing NDAs to suppliers

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Routing NDAs to Suppliers

    This guide outlines how procurement specialists can efficiently create and route Non-Disclosure Agreements (NDAs) to suppliers and third parties within the ServiceNow Procurement Workspace. By utilizing the Document Template plugin, specialists can streamline the NDA process, reducing manual effort and ensuring a single point of action.

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    Key Features

    • Document Template Integration: Use default templates to define NDA content and manage signer details stored in the Signers table.
    • DocuSign Integration: Route NDAs for signing with DocuSign, enabling easy review and closure of procurement cases.
    • Automated Case Creation: Automatically generate procurement cases for NDAs when one is not available for the selected supplier.
    • Customizable Playbooks: Modify the Send NDA for Signature playbook through Process Automation Designer to suit your needs.

    Key Outcomes

    By following this process, procurement specialists can:

    • Quickly prepare and send NDAs for signature, streamlining supplier interactions.
    • Effortlessly review signed documents and close procurement cases.
    • Enhance collaboration with suppliers through the Supplier Collaboration Portal and Employee Center.

    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 > Procurement 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 Prepare an NDA and send to the signers from playbook.
      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 Review the signed NDA from playbook.

    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.