Non-disclosure agreement requests in Legal Simple Contracts

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Non-disclosure agreement requests in Legal Simple Contracts

    This feature enables employees to submit legal requests for creating non-disclosure agreements (NDAs) with third parties such as vendors, customers, and partners. The legal department centrally manages, processes, and revises these NDA requests. The process supports standardized contract creation, change requests, signature collection, and secure document storage.

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    Key Features

    • Contract templates: Predefined NDA templates with metadata and business rules help automatically select the most relevant template for each request.
    • Self-service NDA creation: Employees can create standardized NDA contracts independently through an intake form.
    • Change requests: Requesters can ask for specific changes to generated contracts, which the legal team reviews and revises centrally.
    • Signature support: Both electronic signatures (integrated with Adobe Acrobat Sign and DocuSign) and wet (manual) signatures are supported for flexible signing options.
    • Document storage: Signed contracts are stored securely either within the ServiceNow instance or in external storage systems like Box, Google Drive, or Microsoft OneDrive.
    • Legal contracts repository: Maintains metadata and signed contract documents for easy access by requesters and legal team members.
    • Certification of completion: A configurable system property can generate certificates for electronically signed NDAs.

    Workflow and Practical Use

    The NDA contract request workflow includes:

    • Setting up multiple NDA templates and selection rules to automate template choice.
    • Defining internal signatories and e-signature integrations.
    • Employee submits a completed NDA intake form and previews the generated contract.
    • If no changes are needed, the document is sent to signatories for signature; otherwise, requests for revisions are managed by the legal team.
    • Once signed, the contract is stored and a record with metadata is created in the legal contracts repository.

    How ServiceNow Customers Benefit

    • Streamlines NDA creation and approval, reducing manual effort and turnaround time.
    • Ensures consistent use of standardized contract templates aligned with business rules.
    • Facilitates flexible signature collection methods to suit different collaboration needs.
    • Centralizes contract management and storage with easy access for stakeholders.
    • Enhances compliance through certified completion for electronic signatures.

    Employees can submit legal requests for creating non-disclosure agreement (NDA) contracts with third parties such as vendors, customers, and partners. The legal department can manage and process these requested changes from a centralized location.

    Features

    • Contract templates with metadata and business rules for selecting the most relevant template for a request.
    • Complete self-service for creating standardized NDA contracts.
    • Requests to change the standardized contracts routed to the legal team.
    • Support for electronic signatures.
    • Electronic signature integrations with Adobe Acrobat Sign and Docusign.
    • Support for wet signature to enable effective collaboration between the signatories.
    • Document storage on the ServiceNow instance as well as external storage systems such as Box, Google Drive, and Microsoft OneDrive.
    • Legal contracts repository containing the metadata of signed contract documents.
    • Configurable system property to generate a certification of completion for an electronically signed non-disclosure agreement (NDA). For more information, see Activate a system property to generate a certificate of completion.

    Non-disclosure agreement contract request - Workflow

    When a requester submits a legal request, an NDA 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 NDA contract document. The legal department can manage and process these requested changes to make necessary revisions to the NDA contract document from a centralized location.

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

    Non-disclosure Agreement details

    Workflow for a non-disclosure agreement contract request

    A sample workflow for a non-disclosure agreement contract request might progress as follows:
    1. Setting up the following items in the application:
      • Multiple variations of NDA templates
      • Template selection rule to choose the correct template based on the legal request
      • Internal signatories for different templates
      • E-signature integration - Adobe Acrobat Sign or Docusign
    2. Employee fills out the NDA intake request form.
    3. Employee previews the generated contract with metadata and sends it to the signatories.
    4. All signatories submit the required signatures.
    5. The signed contract is attached to the legal request record.
    6. A contract repository record is created with the metadata and signed contract.
    7. (Optional) The signed contract is moved to the configured storage and referenced in the contract repository section.