Add and configure a signatory for a contract using the Microsoft Word add-in for ServiceNow Contracts

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read

    • As a contract configurator, add and configure signatories using the Microsoft Word add-in for ServiceNow® Contracts.

    Before you begin

    The Microsoft Word add-in for ServiceNow Contracts must have been configured. For more information, see Configure the Microsoft Word add-in for ServiceNow Contracts.

    A contract template must exist that is active and is in the Draft or Editing state. For more information, see Create a contract template to contain content controls.

    Role required: sn_cm_core.contract_config and canvas_user

    Procedure

    1. Open the document in which you want to mark the content controls in Microsoft Word.
    2. From the Microsoft Word ribbon, select the ServiceNow Contracts add-in.
    3. In the login screen, enter the credentials of the ServiceNow instance from which you downloaded the manifest file.
      For more information, see Configure the Microsoft Word add-in for ServiceNow Contracts
    4. On the add-in screen in the Templates tab, select the contract template to which you want to add the metadata.
    5. In the Signatory tab, select Add signatory.
    6. Add and configure the participant as either an internal or external user.
      Type of signatoryAvailable fields
      Internal
      • Name - Unique display name of the mapped signer.
      • Order - Unique order in which a signature has to be initiated for the participant to complete the action.
      • User - The field from the table associated with the contract template that acts as a placeholder for the user. For example: Assigned to.
        Note:
        • When you select a value for this field, the participant is considered to be an internal user. If values are provided for the optional Participant Name and Participant Email fields along with the User field, the electronic signature task is sent to participant email values rather than the Name and Email fields associated with the user record.
        • If the Advanced script field is selected, the value in the User field is cleared when you save or update the template.
      • Participant name (Optional) - The field from the table associated with the contract template that will act as a placeholder for the participant name. For example: Closed by.
      • Participant email (Optional) - The field from the table associated with the contract template that acts as a placeholder for the participant email address. For example: Closed by > Email.
      • Participant title (Optional) -
        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.
      External
      • Name - Fields of the table to which the contract template is associated.
      • Order - Order in which a signature has to be initiated for the participant to complete the action.
      • User - Do not provide any value.
      • Participant name - The field from the table associated with the contract template that acts as a placeholder for the participant name. For example: Closed by.

        This field is available only when the signing type is AdobeSign or DocuSign.

        Note:
        The value in the Participant name field is cleared when you save or update the template with the Advanced script field selected.
      • Participant email- The field from the table associated with the contract template that acts as a placeholder for participant email. For example: Closed by > Email.

        This field is available only when the signing type is AdobeSign or DocuSign.

        Note:
        The value in the Participant email field is cleared when you save or update the template with the Advanced script field selected.
      • Participant title (Optional) -
        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.
    7. Select Create.
      • The signatory is added and the signer card is displayed.
      • The signatory is marked as internal or external depending on the values provided.
      • The signatory added has Sign, Sign date, metadata.
    8. Place the Sign metadata in the document.
      1. Place the cursor where you want the signature to be added.
      2. Select the Sign tag to place the metadata.
    9. Complete the steps for the following metadata:
      • sign_date
      • signatory_name
      • signatory_email
      • signatory_title
      For a full list of content controls, see Add content controls in a Microsoft Word document.
    10. Optional: View the signatory details by logging in to the ServiceNow instance and navigating to the Participants related list of the contract template.

    Result

    The signatory details and the metadata are synced to the ServiceNow instance.