Creating a Third-Party Paper Workflow in SpotDraft

Introduction

SpotDraft's Third-Party Paper Workflows are designed to streamline the process of collecting information and setting up approvals for contracts from external parties. This guide will walk you through the steps of creating a Third-Party Paper Workflow, ensuring you can efficiently manage contracts from outside your organization.

Key Benefits for Legal/Admin Users:

• Streamlined Process: Third-Party Paper Workflows automate many manual tasks, saving you time and effort.
• Centralized Information: All relevant details about the contract are captured and organized within SpotDraft.
• Simplified Approvals: The workflow automates the approval process, ensuring everyone involved is notified and can easily provide their feedback.

Creating the Workflow

1. Step 1: Accessing the Workflow Manager
   To begin, navigate to the "Manage" section in the side navigation panel. Then, select "Workflow Manager."

2. Step 2: Creating a New Workflow
   Click on the "Set Up New Workflow" button to start creating a new Third-Party Paper Workflow.

3. Step 3: Selecting Workflow Type
   Choose "Third-Party Paper Workflow" from the options presented. This type of workflow is designed for handling contracts uploaded from external parties.

4. Step 4: Naming and Describing the Workflow
   Give your workflow a clear and descriptive name. For example, "Vendor Contract Workflow" or "Third-Party Agreement Workflow."
   Optionally, provide a brief description to explain the workflow's purpose. This will help you easily identify the workflow later.
5. Step 5: Linking the Workflow to Contract Types
   In this section, you can link the workflow to existing contract types in SpotDraft. This means that when a contract is uploaded that matches the selected type, it will automatically be routed through the workflow. You can link the workflow to one or multiple contract types.
   
   
6. Step 6: Starting Workflow Setup
   Click on the "Start Setup" button to begin the process of setting up the workflow. This will lead you to the next stage where you can create an intake form and define approvals.

Creating the Intake Form

The intake form is a key component of your Third-Party Paper Workflow. It allows you to collect essential information about the uploaded contract document. This information helps legal reviewers better understand the contract and make informed decisions.

1. Adding Sections to the Form
   You can add sections to the intake form to organize related questions. This makes the form easier to navigate and helps keep the information organized.
   To add a section, click the "Add Section" button and enter a descriptive name for the section, such as "Contract Information," "Vendor Details," or "Key Terms."
2. Adding Questions to the Form
   Within each section, you can add individual questions. Click the "New Question" button to open the question setup area. Here you can enter the following information:
   • Question Title: Enter a clear title for the question, such as "Vendor Name" or "Contract Date."
   • Question Type: Select the appropriate question type. Some common options include short answer, dropdown, checkbox, and date.
   • Question Label: This is the text that will be displayed next to the question when the intake form is presented.
   • Mandatory: Choose whether the question is mandatory or optional. If it's mandatory, users must answer the question before proceeding.

Publishing the Workflow

1. Step 1: Confirmation of Setup
   After you've added all the necessary sections and questions to your intake form, it's a good idea to review your setup before publishing. Make sure the questions capture the required information and that the workflow is configured to your liking.
2. Step 2: Publishing the Workflow
   Once you're satisfied with the setup, click the "Publish Workflow" button. This will activate your workflow, making it live and available for use within SpotDraft. A confirmation message will appear indicating that the workflow has been published successfully.

Conclusion

By following these steps, you'll successfully create a Third-Party Paper Workflow in SpotDraft. This workflow will help you efficiently manage contracts from external parties, ensuring smooth information collection and approval processes.

Remember to explore additional features within SpotDraft's Workflow Manager for further customization and control over your workflows.