Use non-self-served contract request

Submit non self-served contract requests for review of contracts based on third-party templates.

Features

Non self served contract requests include the following features:

• Ability to submit a third-party document for review.
• Ability to upload multiple contract and supporting documents for review.
• Get review and feedback from the internal subject matter experts on contract documents.
• Electronic signature integrations with Adobe Acrobat Sign and Docusign.
• Support for storing contract documents in your ServiceNow instance or external storage systems such as Microsoft OneDrive and Google Drive.
• Contracts repository containing the metadata of signed contract documents.
• Support for a configurable system property to generate a certification of completion.

Non-self-served contracts request workflow

A workflow for non-self-served contract request might progress as follows:

1. The Contract requester initiates a contract request from the workspace. For more information, see Initiating a contract request.
2. A contract request is created in Draft state.
3. The Contract requester uploads a single contract or multiple contracts and their supporting documents and classifies them.
4. The contract fulfiller views the contract document attached to the contract request.
5. If necessary, the contract fulfiller reclassifies the contract and supporting documents.
6. If an expert review or feedback is required from internal teams, the contract fulfiller initiates internal review process.
   1. The contract fulfiller submits a review task for internal review.
      Note:

      You can create parallel review tasks for the same contract document for different reviewer groups. However, you cannot create a review task for the same document with the same reviewer group if another active task already exists.
   2. The contract reviewer is assigned the review task
   3. If the information is incomplete, the contract reviewer requests more information from the contract fulfiller.
   4. If a request for more information was submitted, the contract fulfiller shares the information.
   5. The contract reviewer reviews the document, accept, reject, or proposes edits, and adds comments.
   6. The contract reviewer reviews the contract and provides feedback. If a revised document is available, it is also shared with the contract fulfiller.
   7. The contract fulfiller receives updated document and makes the necessary changes based on the feedback.
      • For internal storage - If any changes are required, a new document version is created after finalizing the document.
      • For external storage - Reviewers collaborate on the contract document revision online in real time. Once the review is complete, the fulfiller can finalize the contract document that is available online or create a new offline version with the changes.
7. The contract fulfiller uploads the revised contract to the contract request.
8. The contract fulfiller emails the revised contract document to third-party contacts.
9. View responses from third-party contacts in the activity stream of the contract request.

   Multiple iterations of revisions between your company and the third party might be necessary before the contract document is finalized by all parties. The review process may be conducted again with different reviewer groups.

10. The contract fulfiller initiates an ad-hoc approval from the stakeholders. If the review reveals any required changes, the changes are made and a new document revision is created. The contract document can be sent for signature only when it has been approved.
11. The contract fulfiller prepares for signatures by specifying the order in case of multiple contract documents, adding fields required in case of e-signature and sends the contract document for signature.
12. Signatories review the contract document.
    • If no change is required, the contract document is signed by all the signatories.
    • If any changes are required, signature is declined, the user who is working on the contract request generates a new document and resends it for signature.
13. The signed contract is stored on the ServiceNow instance or an external storage system and referenced in the contract repository. The requester and department members can access the signed contract document from the contracts repository.

• Modify a non self served contract request
  As a requester, modify the contract request to update the request details or replace the attached contract document with an updated version.
• Work on a non-self-served contract review request
  As a member of the contracts support team, review and revise a non self served 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 contract request.
• Add contract documents to non-self-served contract request
  As a contract user or the person for whom the contract was requested, add single or multiple contracts and classify them.
• Reclassify contract documents in non self served contract request
  As a contract fulfiller, reclassify the documents submitted in a third-party contract review request. For example, you need to change the contract document type from Non-disclosure Agreement to Partnership Agreement.
• Modify supporting documents in the contract request
  As a contract fulfiller, add, classify, or remove supporting documents submitted in the contract request.
• Add supporting documents to the contract request
  As a contract user or fulfiller, add single or multiple supporting documents to the contract request and classify them.
• Reclassify supporting documents in the contract request
  As a contract fulfiller, reclassify the supporting documents submitted in the contract request. For example you can reclassify the supporting document as a contract document.

Related concepts

• Contract Workspace
• Initiating a contract request
• Use self-served contract request
• Internal review overview
• Obligation Management

Related tasks

• View and track contract request details
• Assign a contract request
• Initiate an ad hoc approval for a contract document revision
• Create document revision
• Send email to stakeholders
• Cancel a wet signature process
• Cancel a contract request
• Preview and download a signed contract document
• Search for keywords in contract templates
• Search in Microsoft Word add-in for ServiceNow Contracts