💡 In this article: You’ll learn how to automate contract management with SpotDraft's 'Access Control Using Key Pointers,' streamlining team collaboration and enhancing precision in contract handling. Tailor team involvement, automate contract routing, and customize access permissions for a smarter, more efficient contract management process.

🛠️ Access Control Using Contract Metadata

Automate access control for contracts using Key Pointer values

🚀 Introduction

Welcome to SpotDraft's transformative 'Access Control Using Key Pointers' feature, a tool designed not just to streamline contract management but to revolutionize it. In the heart of this system lies the powerful synergy between Contract Types, their Key Pointers, and the corresponding Contract Templates and Intake Forms.

This feature isn't just about linking elements; it's about unlocking efficiency and precision in contract handling. Here's what it brings to your table:

Targeted Team Collaboration: Gone are the days of one-size-fits-all contract management. With Access Control, tailor team involvement at the inception of a contract. Whether it's assigning the right teams based on department-specific questions in a Contract Template or using Intake Forms to gather precise data, this feature ensures that only the relevant teams are engaged, reducing clutter and enhancing focus.
Effortless Contract Routing: Imagine a world where contracts automatically find their way to the right teams. By aligning Contract Types with specific Key Pointers and Templates, contracts are routed based on predefined criteria, saving time and eliminating the guesswork.
Custom Access Controls: Different contracts require different levels of oversight. This feature allows you to set varying access permissions for different contract types. Whether it's granting edit rights for MSAs or view-only for NDAs, customize access based on the contract’s nature and the teams’ roles.
Reduced Overheads and Enhanced Accuracy: Streamlining the initial stages of contract creation leads to a significant reduction in manual intervention. This not only cuts down on administrative overhead but also drastically improves accuracy in contract management.

By implementing 'Access Control Using Key Pointers,' you're not just adopting a new feature; you're embracing a smarter, more efficient way of managing contracts. It's about making every contract and every team member count. Let's explore how you can harness this feature to its full potential.

📝 Prerequisites

SpotDraft Account with permission: To add Integrations and edit Contract types
Verify Access control using Key Pointers Activation in SpotDraft: To ensure Access control using Key Pointers integration is enabled, log into your SpotDraft account and go to 'Settings' → 'Integrations' → 'Others'. Check if the Access control using Key Pointers card is present, indicating the integration is active.
Mapping Sheet: A mapping sheet is essential for mapping SpotDraft Teams to Key Pointer Departments.
Select Contract Type: Determine which SpotDraft contract type requires integration (e.g., CPQ, NDA).
Template mapping Sheet: Use the template mapping sheet to map your SpotDraft teams to their corresponding Key Popinter Departments for the Contract Type.
Contract Type Department Key Pointer: Create the ‘Department’ Key Pointer as a dropdown with the Departments as the options.

Template example mapping sheet

⚙️ Installation & Configuration

1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

2 - Open the Other section and select Access control using Key Pointers.

3 - Open the Setup section and click Add Integration.

Follow the Setup wizard to:

4. Authenticate your account.

4.1 - Click Next.

5. Contract Type

5.1 - Select the Contract Type that relates to the mapping sheet completed in the prerequisites e.g. NDA and set it to Include
5.2 - If all contract types should have the same config ensure to check Enable for all contract types?
5.3 - If Enable for all contract types? is checked and you want to exclude certain contract types from the list select the contract type and set it to Exclude

5.4 - Set the ‘Access Type’. E.g. Editor, Suggestor, Viewer.

💡 Tip: If the mapping sheet was created some time ago, it’s a good idea to review it and ensure it’s still accurate.

6. Select Key Pointer

6.1 - Select the Contract Metadata that represents ‘Departments’.

7. Role Mapping

7.1 - With your mapping sheet at hand, select the required SpotDraft Teams (right column) and apply their Department (left column).

7.2 - Draft the ‘note’ that will be sent to the department members when they are notified.

8. Customise solution details

8.1 - Enter the ‘Solution name’.

8.2 - Click Next.

💡 Tip: To make it simple to identify the different Contract Types configurations, prefix the ‘Name’ with the name of the Contract Type e.g. CPQ, NDA etc..

9. After finalizing the wizard by clicking Finish, you will be directed back to the Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.

9.1 - To complete the process, simply click the Connect button.

🎉 Congratulations. You can now steamline the contract collaboration process for the Contract Type configured.

Note. To set up a different Contract Type, follow the same process again.

✅ Verification

1 - Initiate a Template or a Third Party contract

2 - Select the desired department in the questionnaire

3 - Open the contract summary page and refresh

4 - Check the Activity Log - the selected team would have been invited to the contract

🎉 Congratulations. You have successful verified the Integration!

💬 FAQs

Q: Can I customize Key Pointers for different Contract Types?
A: Absolutely. Key Pointers can be customized for each Contract Type in SpotDraft. This allows you to tailor the information and team involvement specific to each contract's needs.

Q: How does the 'Access Control Using Key Pointers' feature streamline team collaboration?
A: This feature automates the process of inviting relevant teams to a contract based on the department selected in a Contract Template or Intake Form. It eliminates the need for manual sorting and ensures that only the appropriate teams are involved in each contract.

Q:Is it possible to have different access levels for different teams on the same contract?
A:Yes, you can configure different access levels (like Viewer, Editor, or Suggestor) for different teams within the same contract, depending on their role and the nature of the contract.

Q: Can I use this feature for third-party contracts as well?
A:Yes, this feature is applicable to third-party contracts created through SpotDraft Intake Forms. It ensures that the process of routing and team involvement is streamlined, even for contracts originating from external sources.

Q: What should I do if a team needs to be involved in a contract type that doesn't have a corresponding department in the Key Pointers?
A: In such cases, you may need to update your Key Pointers to include a new department or modify the existing departments to ensure all relevant teams can be appropriately associated with the contract types.

🏁 Conclusion

In summary, SpotDraft's 'Access Control Using Key Pointers' transforms contract management into an efficient, focused, and automated process. By integrating key elements like Contract Types, Templates, and Intake Forms, this feature ensures that the right teams are engaged with the right contracts, streamlining collaboration and customizing access control. Embrace this feature to experience a smarter, more streamlined approach to managing contracts in SpotDraft.

👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.
Key Pointers: Review our detailed guidance on Key Pointers.
Permission level: Understand the permissions that can be set in the integration such as Editor, Suggestor, Viewer.

Access Control Using Metadata Fields