Participant form for contract templates

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Participant form for contract templates

    The Participant form in ServiceNow enables customers to add and configure participants within contract templates. This functionality is key for managing contract signing workflows by defining who participates, their roles, and the order of actions required for contract completion.

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    Key Features

    • Name: Displays the mapped participant's name.
    • Action: Specifies the participant's required action, such as signing the contract.
    • Order: Defines the sequence in which participants are requested to complete their tasks.
    • User: Maps an internal user to the participant. Selecting a user marks the participant as internal; leaving it empty denotes an external participant.
    • Participant Name, Email, and Title: These fields are mandatory for external participants who do not have ServiceNow access. They override internal user information for electronic signature tasks when specified. These fields are applicable only with AdobeSign or DocuSign signing types.
    • Table: Specifies the sysuser table or its extensions as the source for participant variables.
    • Document Template and Document Task Template: Define the templates used to generate contract documents and related task details (e.g., descriptions for fill, sign, and review tasks). If no additional details are defined, defaults will apply.
    • Due Date Source and Date Offset Type: Control how and when due dates are assigned for document tasks, including the ability to offset by days, weeks, or months.
    • Advanced Script: Allows custom scripting to specify participant conditions using User ID, participant details, and other parameters. This is enabled by selecting the Advanced script option.
    • Optional Flag: When enabled, a participant is skipped during runtime if both user and email information are unavailable. This does not affect template configuration time validation.

    Practical Implications for ServiceNow Customers

    Using the Participant form, customers can precisely define contract participants, whether internal users or external signers, and control the signing workflow order. The form supports integration with electronic signature providers (AdobeSign, DocuSign) by allowing external participant details to be specified explicitly. Advanced scripting capabilities provide flexibility for complex participant logic. Due date configurations enable timely task assignments ensuring smooth contract execution.

    Overall, this form streamlines contract participant management within ServiceNow, improving efficiency and control over contract signing processes.

    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.