Work on NDA legal requests

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

    • As a member of the legal contracts support team, work on the legal request. Upload the revised document to the request and send the document to the requester from within the request.

    Before you begin

    The practice area lead or group manager should have assigned you the request. If not, you can open the request to assign it to yourself or someone in the group.

    Role required: sn_lg_cnt.contract_fulfiller

    About this task

    As a collaborator added to a request, you can access and work on the request just as assignees can. However, you can't modify the Assigned to and Assignment group fields.

    Procedure

    1. Assign a legal request to yourself or to someone in your assignment group.
      For more information, see Assign a legal request
    2. Start working on a legal request.
      1. Navigate to All > Legal Request > Legal Counsel Center.
      2. Select the list icon (List icon).
      3. Select Legal requests option.
      4. Select Assign to me.
      5. Open the legal request from the list.
      6. Select Start work
      The state of the legal request updates to Work in progress.
    3. In the Lists tab, navigate to Legal Requests or Contract Requests.
      OptionSteps
      As an assignee
      1. Select the Assigned to Me option.
      2. Select a contract request to work on.
      As a collaborator
      1. Select the Collaborations option.
      2. Select a contract request to work on.
    4. Optional: If you need help from other fulfillers to work on the legal request, add them in the Collaborators field.
      Note:
      Users with the sn_lg_contracts.contracts_fulfiller role are listed in the Collaborators field.
      The collaborators are notified via email that they have been added as collaborators to a legal request.
    5. Optional: In the legal request, update the Watch list, Collaborators, and Requested for.
      Any changes done to the Watch list, Collaborators, and Requested for are synced to the contract request.
    6. Optional: Update a company name by selecting its name in the Company field.
      If the company name is not listed in the Company field, select the Add new company name check box and then enter the company name in the New company legal name field.
    7. Optional: If you have opened a contract request from the Legal requests listing, select the Contract Requests tab.
    8. Optional: Initiate an ad hoc approval for the contract document revision when an approval is required from other stakeholders.
      For more information, see Initiate an ad hoc approval for a contract document revision.
    9. Optional: Add internal or external signatories to the contract request by accessing the Signatories tab and selecting Add.
      Note:
      You can add signatories in NDA legal requests only when the contract is generated from a template configured with signature blocks
      OptionSteps
      Internal
      1. In the Internal Signer field, enter the name of the signer.

        The fields Authorized signatory name, Signatory, and Signatory email are automatically populated.

      2. In the Order field, enter the order in which the contract should be sent to the signer. The order value should be unique
      3. Select Add.
      External
      1. In the Authorized signatory name field, enter the external signer's name.
      2. In the Signatory field, enter the external signer's title.
      3. In the Signatory email field, enter the external signer's email address.
      4. In the Order field, enter the order in which the contract should be sent to signers for an e-signature. The order value should be unique.
      5. Select Add.
    10. Optional: Remove the signatories from the contract request by accessing the Signatories tab, selecting the signatory, and selecting Remove.
      Note:
      You can remove signatories in NDA legal requests only when the contract is generated from a template configured with signature blocks
    11. Optional: In the Signatories tab, select Sync signatories to update the contract document with the latest signatory details.
      For more information, see Updating and synchronizing signatories
      Note:
      This option is not available on Contract Management Pro starting with version 1.2.1.
    12. In the Activity section, review the changes requested by the requester and make the necessary changes in the contract document.
    13. Upload the revised contract document.
      1. In the Contract documents tab, select Create Revision.
      2. In the Create revision dialog box, select the source of the updated contract and upload a new document revision.
        Contract source Action
        Computer In the Attachment field, select Attach File and upload the updated contract.
        Activity stream In the Document field, select the document in the activity stream.

        The activity stream includes documents attached while requesting changes for a contract or documents received through email.
        External storage If external storage is configured, in the Document field, select the document.
      3. Optional: Add work notes to provide any information on the attached document.
      4. Select Create.
      The attached document is added to the request. The revision number of the latest document is one higher than the previous document revision number. The document is listed in the Contract document tab.
    14. When a legal request changes, create a new version of the contract document with updated metadata and signatories and retain the changes in the previous version by selecting Sync document.
      For more information, see Synchronize a non-disclosure agreement document after modifying a self-served contract request (Contract Management Pro 1.2.1).
      Note:
      This option is available on Contract Management Pro starting version 1.2.1
    15. Optional: For any changes in legal request, select Regenerate option to create a new version of the contract document with updated metadata and signatories, and discard the changes in the previous version.
      For more information, see Regenerate contract document after modifying request.
    16. Set up an email to stakeholders to request to have the completed contract document reviewed and the changes confirmed.
      1. Select Compose Email.
      2. In the New Email Draft tab, add recipients' email addresses in the To, CC, and BCC fields as appropriate.
        The CC field is automatically populated with the requester's email address.
      3. Enter the subject of the email in the Subject field.
        The short description of the request is populated by default.
      4. In the Attachments field, select +Add File.
      5. Select whether the file source is your computer or an attachment to a record and select the file to be attached.
        If you’ve marked a contract document revision as Ready, it’s attached to the email by default.
      6. Either enter your own message in the email body or copy and paste the content from an email response template into the email body.
        Using response templates, you can insert predefined content into the email body. Select the response template icon (Response template icon.) and find an appropriate response template based on the subject of your email. Copy and paste the template's content into the email body.
        Note:
        Only response templates configured for the email channel are available to use. For more information, see Response templates configured for email channel.

        For more information, see Communicating via email.

      7. Either send the email immediately or indicate that it should be sent later.
        • To send the email immediately, select Send email.
        • To indicate that the email should be sent later, select Save as draft.

          If you choose to save the email as a draft, you can modify it later. If a newer document revision has been posted, you have to substitute that revision for the document you attached.