Setting Timezone, Date, and Date-Time Formats in SpotDraft

Introduction

Ensure consistent formatting across your contracts by configuring timezone, date, and date-time formats at the organization or legal entity level.

This guide explains setting these formats to ensure consistency in your contract documents, audit trails, and metadata.

Where does this configuration apply?

There are three settings: Timezone, date format, and date-time format. Each is used in different areas.

• Date format
  • When showing the contract metadata
  • When previewing a template contract
  • In the date-signed field of an executed contract
• Date-time format
  • In the audit trail of the executed contract
• Timezone
  • In the audit trail of the executed contract

Important:

1. This configuration does not affect the timezone, date, or date-time shown in the SpotDraft user interface (UI), such as the activity log, repository columns, filters, etc.
2. The timezone on the contract audit trail is driven by the timezone set up for the specific entity. Irrespective of where your signatory (internal or external) is located, the time stamp will reflect the entity-defined timezone

Setting Timezone, Date, and Date-Time Formats at the Organization Level

If all your contracts irrespective of your legal entity should use the same configuration, it can be set at the organization level. 

1. Go to Settings:

   • Click on "Settings" from the left-hand navigation menu.

2. Select "Workspace Profile":

   • Click on "Workspace Profile" from the list of settings options.

3. Edit Time and Date Settings:

   • Locate the "Time and Date" settings card.

   • Click on the "Edit" button.

4. Make your changes:

   • Set the desired timezone, date, and date-time formats.

5. Save your changes:

   • Click "Save" to apply your settings.

Setting Timezone, Date, and Date-Time Formats at the Legal Entity Level

The configuration may be different for contracts associated with different legal entities. For instance, your US entity would want to use mm/dd/yyyy while your UK entity would want to use dd/mmmm/yyyy. To configure it differently for different legal entities, follow the below steps.

1. Go to Settings:

   • Click on "Settings" from the left-hand navigation menu.

2. Select "Entities":

   • Click on "Entities" from the list of settings options.

3. Edit the Legal Entity:

   • Click on the "Edit" button against the desired legal entity.

4. Edit Time and Date Settings:

   • Find the "Time and date" section.

   • Click on the "Edit" button.

5. Make your changes:

   • Set the desired timezone, date, and date-time formats.

6. Save your changes:

   • Click "Save" to apply your settings.

Key Points:

• Organization Level: This setting affects all contracts created within your workspace.

• Legal Entity Level: This setting affects only contracts associated with the specific legal entity. This will override the configuration set at the organization level.

FAQs

1. Will the changes apply to the contracts that were executed earlier?
   No. The executed contracts will always have the same timezone, date, and date-time formats as before the configuration was updated. However, if you download the audit trail separately for any contract, it will respect the latest configuration. 
2. Will these dates be used in the activity log?
   No. The configuration will not affect the SpotDraft UI such as the activity log, repository, filters, etc.
3. If the signatory is in a different timezone, will that be used?
   No, the timezone on the contract audit trail is driven by the timezone set up for the specific entity. Irrespective of where your signatory (internal or external) is located, the time stamp will reflect the entity-defined timezone.