Routing NDAs to suppliers

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Routing NDAs to suppliers

    This capability streamlines the process of creating, routing, and managing Non-Disclosure Agreements (NDAs) for suppliers and third parties within ServiceNow’s procurement environment. Procurement specialists can define NDA content, manage signer details, route NDAs for signature via DocuSign, review signed documents, and close procurement cases efficiently from a centralized workspace.

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    Key Features

    • Document Template Integration: Utilizes a default NDA document template provided by the Document Template plugin [sndoc], which is a dependency of Procurement Case Management [com.snspendpsd]. Signer details are managed in the Signers table.
    • Version Compatibility: Requires the November 2023 version of the Document Template plugin to ensure compatibility with the Procurement Case Management and Playbooks for Sourcing and Procurement Operations plugins.
    • DocuSign Integration: Enables routing NDAs to suppliers and third parties for electronic signature through DocuSign, supporting signature collection directly via email, Supplier Collaboration Portal for external users, and Employee Center for internal representatives.
    • Procurement Case Management: Automates creation of a “Send NDA for Signature” procurement case if a valid NDA is unavailable during a procurement request. Cases can be created manually or automatically and managed from Source-to-Pay Workspace.
    • Playbook Management: Procurement specialists follow designated playbooks to prepare, send, review, and close NDA cases. Playbooks can be customized to add participants or adjust signature logic by updating columns and subflows.

    Practical Steps for Users

    • Define NDA content and update signer list within the procurement case.
    • Set up and configure DocuSign integration to enable electronic signatures.
    • Navigate to Procurement Workspace > Cases to create or access NDA cases.
    • Use the Source-to-Pay Workspace playbook to prepare and send NDAs for signature.
    • Ensure the Document Template Integration with DocuSign application is installed to access the Playbook tab.
    • Manage signatures by reviewing them within the playbook, notify relevant users, and close the procurement case.

    Additional Configuration

    Customers can customize the “Send NDA for signature” playbook to add new participants or change signature workflows by adding new columns to procurement cases and modifying related logic and subflows. This flexibility allows tailoring the NDA process to specific organizational requirements.

    Related Use Cases

    • Fulfilling requests for contract copies
    • Verifying delivery addresses
    • Reviewing and updating general ledger details
    • Sourcing intake guided experience
    • Streamlining supplier risk assessments
    • Processing purchase order, requisition, and return requests

    Reduce manual effort by providing your procurement specialist with a single place to perform all the necessary actions when creating and routing Non-Disclosure Agreements (NDAs) to suppliers and third parties.

    As a procurement specialist, you can easily define your NDA content and update signer details with the help of a document template that is provided by default with the Document Template plugin [sn_doc], which is added as a dependency on Procurement Case Management [com.sn_spend_psd]. The signer details are stored in the Signers table.​
    Note:
    You must use the November 2023 version of the Document Template plugin [sn_doc] for using the November 2023 versions of the Procurement Case Management and Playbooks for Sourcing and Procurement Operations plugins.

    Further, procurement specialists can easily​ route the NDAs to suppliers and third parties for signing via DocuSign integration, review the signed documents, and close the procurement case of type Send NDA for Signature, from a designated playbook in Source-to-Pay Workspace.

    Details of the workflow are provided here.
    1. Define your NDA content and update the list of participants for signature.​ See Define NDA content and update the list of signers.
    2. Set up DocuSign.

      For more information, see Docusign eSignature Spoke.

    3. Navigate to All > Procurement Case Management > Procurement Workspace.
    4. Select the list icon and select All work > Cases.
    5. Select New.
    6. In the Create a new case dialog box, select Send NDA for Signature.
    7. Select Create Case.
      Note:
      During a procurement request, when a valid NDA isn’t available for the selected supplier, a procurement case of type Send NDA for Signature is automatically created.
    8. Open the case in Source-to-Pay Workspace, prepare the NDA, and send it for signing to the suppliers and third parties from a playbook.​ See Send NDA to suppliers for signature.
      Note:
      If the Playbook tab isn’t visible in Source-to-Pay Workspace, verify that the Document Template Integration with DocuSign application is installed correctly.
    9. Sign the NDA.
    10. Review the signatures from the playbook in Source-to-Pay Workspace, notify the user, and close the case. See Send NDA to suppliers for signature.

    Additional configurations

    You can make changes to the Send NDA for signature playbook, if you must, from Playbooks.

    For adding new participants, create a new column on the procurement case and update the logic to populate in Playbooks. For more information, refer to the implementation of the signer_1 column.

    You can also update the subflows to incorporate any new logic. Flow details can be found in different steps in Playbooks.