Participant form for contract templates

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Participant form for contract templates

    The Participant form in ServiceNow's contract templates enables you to define and manage participants involved in contract-related tasks such as signing, filling, or reviewing documents. This form allows you to specify participant details, task order, and conditions for both internal and external users, ensuring smooth and organized contract workflows.

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    Key Features

    • Name: Displays the mapped participant's name.
    • Action: Specifies the type of action the participant must perform (e.g., Sign).
    • Order: Defines the sequence in which participants complete their tasks.
    • User: Maps an internal ServiceNow user to the participant. Selecting a user marks the participant as internal.
    • Participant Name, Email, and Title: Used for external users who do not have ServiceNow access. These fields are mandatory for external participants and are applicable when using AdobeSign or DocuSign signing types.
    • Table: Specifies the source table (e.g., sysuser) for populating participant variables.
    • Document Template and Document Task Template: Define the templates used to generate contract documents and related task details such as descriptions.
    • Due Date Source and Date Offset Type: Control how and when due dates for participant tasks are calculated, allowing adjustments by days, weeks, or months.
    • Advanced Script: Allows scripting to specify complex participant conditions involving User ID, name, email, and title. This is enabled by selecting the Advanced script option.
    • Optional Flag: When enabled, participants lacking user or email information will be skipped at runtime, enabling dynamic handling of participant presence.

    Practical Considerations for ServiceNow Customers

    • Use the form to clearly differentiate between internal users (ServiceNow users) and external participants by appropriately setting the User field and/or participant details.
    • Ensure participant name and email are provided for external participants, especially when integrating with AdobeSign or DocuSign for electronic signatures.
    • Leverage the order field to control the sequence of participant actions within contract workflows, enabling structured and timely processing.
    • Utilize the Advanced script option for complex participant criteria, providing flexibility to customize participant inclusion based on business logic.
    • Remember that when the Advanced script is used, certain participant fields (User, Participant name, email, and title) are cleared upon saving or updating the template, so maintain scripts accordingly.
    • The Optional flag helps avoid workflow disruptions by skipping participants with missing contact information dynamically during execution rather than at configuration time.

    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.