Use self-served contract request

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 4 minutes to read
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    Summary of Use Self-Served Contract Request

    The self-served contract request feature allows users to submit contract requests that automatically generate contract documents using predefined templates. This process streamlines contract management by integrating electronic signatures and storage solutions, enhancing efficiency in contract creation and review.

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    Key Features

    • Contract Templates: Utilize Microsoft Word format templates that include metadata, clauses, and tables for easier editing and review.
    • Electronic Signatures: Integrate with Adobe Acrobat Sign and DocuSign, with options for wet signatures.
    • Centralized Repository: Store signed contracts and their metadata in a centralized location, accessible to requesters and contract department members.
    • Change Management: Requesters can propose changes to generated contracts, which fulfillers can manage from a centralized interface.
    • Version Control: Regenerate contract documents to reflect updates in metadata and signatories while preserving previous changes.

    Key Outcomes

    By leveraging the self-served contract request functionality, ServiceNow customers can expect:

    • Streamlined contract creation with automated document generation from templates.
    • Improved collaboration through real-time document reviews and updates.
    • Efficient tracking and management of contract requests and revisions.
    • Secure storage of signed contracts, either on the ServiceNow instance or external services like Google Drive and OneDrive.
    • Enhanced control over the contract lifecycle, including the ability to cancel requests at various stages.

    Submit contract requests that will generate contract documents using a predefined contract template and template rules.

    Features

    • Contract templates with metadata, clauses, tables and create business rules for selecting the most relevant template for a request.
    • Contract templates in Microsoft Word format enable easier contract review and editing for the contract fulfiller.
    • Electronic signature integrations with Adobe Acrobat Sign and Docusign.
    • Wet signature support for manual signing.
    • External storage integrations with Google Drive and Microsoft OneDrive for storing signed contract documents.
    • Centralized contracts repository containing the metadata of signed contract documents.
    • System property to generate a certification of completion for an electronically signed contract.

    Self-served contracts workflow

    When a requester submits a self-served contract request, a contract document is created using a standard contract template based on the information from the request. The information from the request is inserted at the appropriate places in the template.

    If needed, requesters can request specific changes in the generated contract document. The fulfiller can manage and process these requested changes to make necessary revisions to the contract document from a centralized location. Because contract documents are in Microsoft Word format, reviewing, editing, and finalizing the contract documents is easier than for documents in PDF or HTML format.

    If the generated contract document doesn’t require any changes, the requester can send it to the signatories for an electronic signature. After all signatories have signed the contract document, it’s stored on the ServiceNow instance or an external storage system based on the configuration. The requester and contracts department members can access the signed contract document from the contracts repository.

    A workflow for a self-served contract request might progress as follows:
    1. The Contract requester initiates a contract request. For more information, see Initiating a contract request.
      • If there are no validation errors, a contract request is created in the Work in progress state.
      • If there are any signatory validation errors, the contract requester resolves them and resubmits the contract request.
    2. A contract document is generated from a contract template and the metadata, clauses, signatories, and tables are added dynamically as per predefined conditions.
    3. The contract requester edits the requests for any changes and creates a new version of the contract document using the Regenerate or Sync document option.
    4. The contract requester views the contract document.
      1. If no changes are required, the document is sent for signature.
      2. If any changes are required, the contract requester submits a change request.
    5. Based on the change request, the contract fulfiller can take the following actions.
      1. The contract fulfiller initiates an internal review process.
        1. The contract fulfiller submits a review task for internal review.
          Note:
          You can create parallel review tasks for the same contract document for different reviewer groups. However, you cannot create a review task for the same document with the same reviewer group if another active task already exists.
        2. A contract reviewer group manager can assign the review task, or a contract reviewer can self-assign it.
        3. The assigned contract reviewer starts working on the contract document.
        4. If the information is incomplete, the contract reviewer requests more information from the contract fulfiller.
        5. If a request for more information was submitted, the contract fulfiller shares the information.
        6. The contract reviewer reviews the document, accept or reject redlines, proposes edits, and adds comments.
        7. The contract reviewer completes the review and shares the updated contract document if available.
        8. The contract fulfiller receives updated document and makes the necessary changes based on the feedback.
          • For internal storage - If any changes are required, a new document version is created after finalizing the document.
          • For external storage - Reviewers collaborate on the contract document revision online in real time. Once the review is complete, the fulfiller can finalize the contract document that is available online or create a new offline version with the changes.
      2. The contract fulfiller initiates an ad-hoc approval from the stakeholders. If the review reveals any required changes, the changes are made and a new document revision is created.
      3. Once the document is finalized, fulfiller sends document to requester.
    6. The contract requester previews the generated contract and, if no changes are required, sends it to the signatories. If changes are required, the review and revision process continues.
    7. If external storage is configured, contract documents is stored in it. Otherwise, they are stored in ServiceNow instance.
    8. If any signatory declines the document, it is sent back to the requester to be reworked and the revision is sent for signature.
    9. The signed contract is attached to the contract request record.
    10. The signed contract is stored on the ServiceNow instance or an external storage system and referenced in the contract repository. The requester and department members can access the signed contract document from the Contracts repository.
    Note:
    The contract requester can cancel a contract request when the state is in Draft, New, Awaiting Approval, Awaiting signature, or Work in progress.