Create a legal contract intake workflow

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read

    • Create a legal contract intake workflow by creating a record producer and configuring base system settings so users can request the legal department's guidance on legal contracts.

    Before you begin

    Role required: sn_lg_cnt.contract_config, admin

    About this task

    The legal support for a contract request works based on a workflow, so you must provide specific information while setting up the intake process.

    Two record producers, Non-disclosure Agreement and Third-party Contract Review are available with the base system.

    Procedure

    1. Create a record producer for a new contract type.
      For more information, see Create or modify a record producer for legal services through Classic environment. On the record producer form, you must provide the following specifications for a new contract type:
      1. In the Table name field, select the Legal Contract Request table [sn_lg_ops_contract_request].
        The contract workflow is associated with the Legal Contract Request table.
      2. Optional: Create variables to add fields on the legal intake form.
        1. In the Variables related list, select New.

          For more information on creating variables, see Create a service catalog variable.

        2. Map the variable to the corresponding column in the Legal Contract Request [sn_lg_ops_contract_request] table.
      3. If the intake form requires user input for the type of contract, in the Variables related list, select New, and then add a variable of type Reference.
        Map the variable to the Contract type table [sn_cm_core_contract_type] in the Type Specifications tab.
      4. If the contract requires the signature of outside parties, in the Variable Sets related list, select Edit, and then add the External signatory details variable set.
      5. If you want to validate the state of contract type and restrict creation of a legal request for the inactive contract type on submission of the legal request, add the Verify if Contract type is active script from the base system non-disclosure agreement record producer to the new record producer.
        For more information on adding a catalog client script, see Create a Service Catalog client script.
        Note:
        If you don't add this script in the new record producer, the legal request with the corresponding record producer will be created in the Cancelled state and the contract request won't be created.
    2. Add an intake form in the Contracts practice area.
      For more information, see Add an intake form to a practice area. Provide the following details in the respective fields.
      1. From the Type drop-down list, select Request.
      2. In the Options field, select Assigned To field not mandatory.
      3. For the third-party contract intake form, the Generate Document from Template option must not be enabled.
      4. From the Request record producer field, select the record producer created in Step 1 to associate with the intake form.
    3. Modify business rule to enable data synchronization for custom intake forms.
      For more information, see Configure a practice area table.
    4. For Non-disclosure agreement intake form that use own-papers, create a contract template.

      For more information, see Create a contract template.

      In the Conditions, you must select the new category added for the new contract.

    5. For Non-disclosure agreement intake form that use own-papers, configure contract template rules when a legal contract request is being created by a legal user.
      For more information, see Configure contract template rules.
    6. Configure the settings in the Standard Ticket Page for legal requests.
      Note:
      The following settings must be updated in the Contract Management Pro for Legal Service Delivery application scope.
      1. Navigate to Standard Ticket > Standard Ticket Configuration.
      2. Select the sn_lg_ops_request ticket configuration.
      3. On the Ticket Configuration form, select Documents in the Tab Configuration related list.
      4. On the Tab Configuration form, add the condition [Category][is][<CategoryName>] in the Visible field, where <CategoryName> is the category created for the new contract.
      5. Select Update.
      6. Repeat steps 6c-6e for the Preview tab configuration.
      For more information, see Configure the standard ticket page.