Participant form for contract templates

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Participant form for contract templates

    The Participant form is used within ServiceNow contract templates to add and manage participants involved in contract signing workflows. It supports both internal users (with ServiceNow system access) and external users (without system access), enabling flexible participant configurations based on user roles and signing requirements.

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    Key Features

    • Participant Identification: Map participants via the User field for internal users, or specify Participant Name, Email, and Title for external users.
    • Action and Order: Define the type of action participants perform (e.g., Sign) and the sequence in which tasks are assigned and completed.
    • Document Templates: Choose document templates and task templates to populate task descriptions and other details for participant-specific signing tasks.
    • Due Date Management: Configure due dates for tasks with options to offset dates by days, weeks, or months relative to the task record.
    • Advanced Scripting: Enable scripting to define complex participant conditions using User ID, Participant Name, Email, and Title fields for dynamic participant selection.
    • Optional Participant Skipping: Enable skipping of participants who lack both user and email information during runtime, ensuring workflow continuity.

    Practical Considerations for ServiceNow Customers

    • When a User is selected, the participant is internal; Participant Name and Email fields become optional, but if filled, the signature request is sent to those specified instead of the user's contact.
    • For external participants (no User selected), Participant Name and Email are mandatory, and these fields are specifically used in AdobeSign or DocuSign signing types.
    • Values in User, Participant Name, Email, and Title fields are cleared if the Advanced script option is enabled and the template is saved or updated.
    • Document templates and task templates allow customization of task details to align with organizational workflows and participant responsibilities.
    • Using the Advanced script field provides flexibility for complex participant assignments beyond standard configurations.

    Key Outcomes

    By leveraging the Participant form, ServiceNow customers can precisely configure contract signing workflows to include both internal and external participants with appropriate sequencing and task details. This ensures streamlined electronic signature processes, clear task assignments, and adaptability to complex participant scenarios, enhancing contract lifecycle management efficiency.

    Use the Participant form to add participants in a contract template.

    Table 1. Participant form
    Field Description
    Name Display the name of the mapped participant.
    Action Type of action to be performed by the participant such as Sign.
    Order Order in which a task has to be initiated for the participant to complete the action.
    User Mapping the user field to a participant.
    Note:
    • When you select a value, the participant is considered to be an internal user. When the Participant Name and Participant Email fields (optional for internal user) are filled along with the User field, the electronic signature task is sent to Participant Name and Participant Email, not the Name and Email from the User field.

      When you do not select a value in the User field, the participant is considered an external user (Participant who does not have access to ServiceNow system). For such participants, specify Participant Name, Participant Email, and Participant Title.

    • The value in the User field is cleared when you save or update the template with the Advanced script field selected.
    Participant name Option to specify the name when the defined participant is an external user.
    Note:
    • Participant name and participant email are mandatory when you do not select a value in the User field.
    • The value in the Participant name 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.
    Participant email Option to specify an email address when the defined participant is an external user.
    Note:
    • Participant name and participant email are mandatory when you do not select a value in the User field.
    • The value in the Participant email 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.
    Participant title 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.
    Table Table (sys_user table or any table extending sys_user table) from which you choose to populate the variables.
    Document template Name of the document template.
    Document task template Template selected on the Document Template task table to populate additional details for the document task, such as description and short description for fill, sign and review tasks.
    Note:
    If additional details are not defined, the default values of the template are used in the document template task.
    Due date source Due date for the document task that is created for that participant.
    Date offset type Due date for the document task is picked from the task record. Additionally, you can offset the due date by days, weeks or months.
    Advanced script Option to display the Script field.
    Script Script indicating the participant conditions with User ID, Participant name, Participant email, and Participant title. This field is enabled only when the Advanced script field is selected.
    Optional When enabled, a participant will be skipped if the participant user and participant email is not available. This check is done during runtime only and not while configuring the template.