SpotDraft allows users to generate detailed reports on contracts, either as a one-time export or as a scheduled, recurring email. Reports provide a powerful way to monitor key dates, analyze metadata, and share contract information with stakeholders.
Prerequisite: Create a View
All reports in SpotDraft are generated from a "View." A View is a saved set of filters (e.g., "Contracts expiring in the next 90 days," "All MSAs with ACME Corp"). Before a report can be generated, a View that contains the exact contracts to be reported on must be created.
In the SpotDraft contract repository, apply the required set of filters.
Once the filters are set, save the configuration by clicking on "Save As New View" and giving it a descriptive name.
Generating a One-time Report
This option is used for an immediate, single export of the contracts in a specific View.
From the desired View, click the Generate Report button and select One-time report.
A "Create One-time Report" window will open with the following options:
Export as:
One excel sheet for all contract types: All contracts from the View will be in a single sheet.
Separate excel sheets for each contract type: The report will be an Excel file with multiple sheets, with each sheet containing contracts of a specific type.
Export format for the report: Choose the desired file type for the export.
CSV: A comma-separated values file, ideal for data manipulation.
EXCEL (XLSX): A standard Excel spreadsheet.
Select columns to include in the report:
All columns: The report will include every available metadata field.
Only columns visible in your current view: The report will only include the columns configured in the saved View.
Click Generate to create and download the report file.
Scheduling a Recurring Report
This option allows for the automatic receipt of reports via email on a set schedule. It is ideal for tracking renewals, obligations, or team performance without manual effort.
From the View, click the Generate Report button and select Recurring report.
A "Schedule Recurring Report" window will open for configuration:
Frequency of email report: The frequency for sending the report can be set to Daily, Weekly, or Monthly with specific day selections.
To Recipients: This feature enables sending tailored reports to different users.
The report is always sent to its creator with a full list of all contracts from the View.
Additional options can be selected to distribute reports to others:
Business Users with only contracts they are involved in: Each Business User involved in the contracts in the View will receive a separate, personalized email containing a report of only the contracts they are a part of.
Legal Users with only contracts they are involved in: Similarly, each Legal User will receive a personalized report of only the contracts they are a part of.
Example: If a View contains 20 contracts involving 5 different Business Users and 2 different Legal Users, and both options are selected, the system will send 8 separate emails: one full report to the creator, five tailored reports to the Business Users, and two tailored reports to the Legal Users.
Cc recipients: Other users or external email addresses can be added to be copied on the reports.
Important: CC recipients are copied on every single email generated by the schedule. In the example above, they would be CC'd on all 8 emails. They will see the full data for the specific report they are CC'd on.
Select columns to include in the report:
Do not attach excel report: An email will be sent, but without a file attachment.
All columns or Only columns visible in your current view.
Export format for the report: If attaching a report, the format can be set to either CSV or Excel (XLSX).
Click Schedule Report to finalize the setup.
Understanding the Report Content and Email
Email Content: Recurring report emails are designed for different audiences. The email sent to the report creator and CC recipients includes a button to navigate directly back to the saved View in SpotDraft. Emails sent to all other recipients (Business Users, Legal Users) contain the report data but do not include this button, as their access is limited to the report itself, not the underlying View configuration.
Contract Link in Report: All generated reports automatically include a "Contract Link" column in the exported file. This link provides direct navigation to the corresponding contract within SpotDraft, streamlining access to the source document.
Signatories Column: The "Signatories" column from a View appears in the exported report as two separate columns: "Your Signatory" and "Counterparty Signatory".
Permissions: While reports can be shared, a recipient's in-app access to view or edit a contract is always controlled by their assigned permissions in SpotDraft.
If a metadata column has no values across all contracts in the report, that column is automatically removed from the exported file.