Sending out Multiple Contracts with SpotDraft Campaigns

Introduction

SpotDraft's Campaign feature is a powerful tool for streamlining the process of sending out and managing multiple contracts with different counterparties. By using Campaigns, you can easily generate, track, and execute batches of contracts, saving time and improving efficiency. This article will guide you step-by-step through the process of creating and managing a campaign in SpotDraft.

This is particularly useful for HR contracts, an example can be to send growth letters to more than 500 employees. This can be done in fraction of the time using Campaigns as compared to sending template contracts individually.

Creating a Campaign

  1. Navigate to the "New" Section: Click on the "New" button located in the top left corner.
  2. Select "Campaign Contracts": From the dropdown menu, choose "Campaign Contracts."

  1. Choose a Template: Select the contract template you want to use for your campaign. Ensure that the chosen template has been configured to work with campaigns.
  2. Enter a Campaign Name: In the "Campaign Name" field, enter a descriptive name for your campaign. This will help you easily identify it later.
  3. Set a Campaign End Date: Select a date for when your campaign should end. This date will determine when any pending contracts that have not been signed will be revoked.
  4. Select the Entity: Choose the entity or organization that will be the primary party in the contracts being generated.

Adding Counterparties

Once you have entered the basic details for your campaign, you'll need to add the counterparties you want to send contracts to. Here's how:

  1. Download the Counterparty Excel Template: Click on the "Download Excel Template" button.

  1. Fill in the Required Details: Open the downloaded Excel template. You'll need to enter the following information for each counterparty:
    • Contact Name (Required): The name of the counterparty contact person.
    • Contact Email (Required): The email address of the counterparty contact person.
    • Address Line (Optional): The counterparty's address. Note that this field may be mandatory depending on the workflow configured for the template you've chosen.
  2. Save the Excel File: Save the Excel template with the updated counterparty data.
  3. Upload the Counterparty Data File: Click on the "Upload Counterparties" button and select the saved Excel file.

  1. SpotDraft Data Validation: SpotDraft will perform a quick validation check to ensure the data is correctly formatted and complete. If any errors are found, SpotDraft will provide feedback to help you correct them.

Adding Contract Details

Now that you have added your counterparties, you need to provide SpotDraft with the specific contract details for each counterparty.

  1. Download the Contract Details Excel Template: Click on the "Download Excel Template" button.

  1. Enter the Relevant Data: Open the downloaded Excel template. The fields you need to fill in will vary depending on the workflow configured for the selected template.
  2. Save the Excel File: Save the template after filling in the contract details for each counterparty.
  3. Upload the Contract Data File: Click on the "Upload Contract Details" button and select the saved Excel file.

Setting Signatories and Recipients

Before you start your campaign, you need to configure the signatory and recipient details:

  1. Signatory Details:
    • Auto-Sign: Enable the "Auto-Sign" toggle if you want SpotDraft to automatically apply the creator party's signature to all the generated contracts.
    • Set Signing Order: If you prefer to set a specific signing order for the contracts.
  2. Recipient Details:
    • Send Executed Contracts: Choose how you want to send executed contracts to the recipients:
      • In Bulk: All recipients will receive the executed contracts at once.
      • On Execution: Recipients will receive a copy of each contract as it's executed by the counterparty.

Starting the Campaign

  1. Confirm You're Ready: Once you're happy with the campaign settings, click on the "Next" button to move to the review stage.
  2. Start the Campaign: Confirm you want to start the campaign by clicking on the "Start Campaign" button.

Reviewing the Campaign

After starting the campaign, SpotDraft will begin generating contracts based on the selected template, counterparty data, and contract details. You can then review the campaign details and the generated contracts within the campaign section of your SpotDraft dashboard.

This article has provided a comprehensive guide to creating and managing campaigns in SpotDraft. By using Campaigns, you can significantly enhance your workflow, save time, and improve the efficiency of your contract management process.

 

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