As a member of the legal contracts support team, review and revise a third-party contract document. You can email the revised document to stakeholders to verify the revisions and then send the ready document for e-signature from within the legal request.

Before you begin

Role required: sn_lg_contracts.contracts_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.

Note: During times when you're unavailable, you can delegate your legal duties to other users.

Procedure

  1. Navigate to All > Legal Request > Legal Counsel Center.
  2. Select the list icon (List icon).
  3. In the Lists tab, open a legal request by selecting an option under Legal Requests.
    OptionSteps
    As an assignee
    1. Select the Assigned to Me option.
    2. Select a request to work on.
    3. If the request is newly assigned to you, select Start Work to start working on the request.

      The state of the legal request is Work in progress and the document is Legal review.
    As a collaborator
    1. Select the Collaborations option.
    2. Select a 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. In the Document Revisions tab, manage all revisions of the contract document.
    OptionSteps
    To review an existing document revision
    • Select the name of the document to open the document revision record.
    • To preview the file, click the file name in the Document field.
    • To download the file, click the download icon (Download icon.).
    • To mark the document revision as ready, select Ready.
    To create another document revision Create another document revision if more changes are required in the most recent version of the document.
    1. Click Create Revision.

      The Create Revision dialog box displays.

    2. In the Create revision from list, select the location of the document.
      • Computer: Select a file from your local system. Click Attach File and upload a file.
      • Activity: Select an attachment from the Activities stream. All files that are attached in the inbound emails are listed in the Document field.
      • Online: Select a file stored in the configured external storage system.
    3. Add more information about the document in the Work notes field. This information is added to the Activities stream along with the attachment.
    4. To make the document ready for review or sending for e-signature, select Ready.
    5. Click Create.

    The document is added to the request. The revision number of the latest document is one higher than the previous document revision number. The document revision is listed in the Document Revisions tab.
    Note: If you mark the current document revision as Ready, any previous document versions that were marked as Ready are cleared.
  6. (Optional) Send the document for ad-hoc approval when an approval is required from other stakeholders.
  7. Send an email to stakeholders to have the completed contract document reviewed and the changes confirmed.
    1. Click Compose Email.
    2. In the New Email Draft tab, add recipients' email addresses in the To, CC, and BCC fields as required.
      The To field is pre-populated with the third-party point of contact email entered in the request, and the CC field with the requester's email id.
    3. Enter the subject of the email in Subject.
      The short description of the request is populated by default.
    4. In the Attachments field, click the +Add File link to add the documents and then select the source of the file.
      If you’ve marked a contract document revision as Ready, it is attached to the email by default.
    5. Enter the message in the email body.
    6. Click Send Email to send the email immediately, or Save as draft to send it later.
  8. In the Signatories tab, add signatories to whom the contract will be sent for e-signature.
  9. When all stakeholders have agreed on a contract document revision, click Prepare for Signature to prepare and send the document to the signatories for e-signature.
    Note: When you select Prepare for Signature, the document opens in the configured e-signature system.
    • For DocuSign, the document opens automatically in the e-signature portal without requiring a login.
    • For Adobe Sign, you must log in to the e-signature portal to open the document.
    The document status updates from Internal Legal Review to Preparing for Signature.
  10. Complete the document in the configured e-signature system and send it for signature.
    1. Preview the document to ensure that the content is correct.
    2. Add the required fields including the Signature field.
    3. Click Send.
    An e-signature envelop is created and sent to all signatories. If the system receives a success notification from the electronic signature provider, the document status updates from Preparing for Signature to Pending Signature.

What to do next

  1. Signatories can review and sign or decline to sign the contract document.
  2. You can check the document status in the request.
    • If all signatories sign the contract document, the document status updates to Contract Signed. A legal contracts repository record is created where the signed document is attached or linked. You can also access the legal contract repository record from the Legal Contracts tab.
    • In the Signatories tab, the status of all signatories updates to Signed.
    • If any signatory declines to sign the contract document, the document status updates to Contract Declined.If more changes are required in the contract document, update it and resend it to the signatories for signature.
  3. If the contract is signed by all parties, you can close the request by clicking Close Complete.