Editing Intake Form Responses on Third Party Paper Contracts

Introduction

SpotDraft now allows you to easily edit intake form responses directly within a contract after it has been uploaded!  This new feature lets you quickly correct any mistakes made in the initial intake form, ensuring that your contract approvals are triggered based on the most accurate information.  No more starting over or worrying about incorrect data!

This article will guide you on how to edit intake form responses and also explain the related admin setup for approvals.

Who can use this feature?

This feature is available to users with Creator or Editor permissions on a contract.

When can you edit intake form responses?

You can edit intake form responses when a contract is in the Redlining stage.

The "Edit Intake Form Responses" option will not be available in the following situations:

• The contract has been put on hold.
• The contract has been voided.
• The contract has been executed.
• The contract has been deleted.
• The contract is currently out for signature.

In these cases, the "Edit Intake Form Responses" option will be disabled or not visible in the "Edit" menu. You may also see a tooltip explaining why the option is not available when you hover over the disabled option.

How to Edit Intake Form Responses

Follow these simple steps to edit the intake form responses for a contract:

1. Navigate to the Contract: Open the contract for which you want to edit the intake form responses. Ensure the contract is in the Redlining stage.
2. Access the "Edit" Menu: In the contract header, click on the "Edit" menu.
3. Select "Edit Intake Form Responses": From the dropdown menu, select "Edit Intake Form Responses".

4. Edit your Responses: The "Edit Intake Form Responses" modal will open, displaying the intake form questionnaire. Your previously submitted answers will be pre-filled.
   • Please note that only the questions from the user-defined questionnaire will be displayed here. The system fields "Contract Type," "Counterparty," and "Entity," which are part of the initial intake form process, are not editable after contract creation and will not be shown in this modal.
   • Click on any field you wish to modify and update your responses as needed.

5. Save or Cancel:
   • Once you have finished editing, click "Submit" to save your changes.
   • If you decide not to make any changes or want to discard your edits, click "Cancel".
6. Approvals and Metadata Updates:
   • Approval Re-triggering:  After you submit your changes, the system will automatically re-evaluate the approval conditions defined in your workflow.
     • If your updated intake form responses now meet the conditions for any approvals, those approvals will be triggered.
     • If any previously triggered approvals no longer meet their conditions due to your edits, they will be discarded.
       • Note that when an approval is discarded, an approver who has received a notification to approve, but has not yet approved will receive an email saying “Approval reverted.
   • Metadata Sync: Any changes you make to the intake form responses will automatically update the linked contract metadata, ensuring all information stays consistent.

Admin Setup: Approvals Reset Condition for Third-Party Paper Workflows

Note: This section is relevant for Workspace Admins or Workflow Managers who set up contract workflows.

For workflows that involve third-party paper and intake forms, you can configure approval reset behavior to ensure approvals are re-evaluated when intake form responses are updated.

To set this up:

1. Go to Workflow Manager: Navigate to the Workflow Manager section in your SpotDraft settings.
2. Edit Workflow: Open the workflow for which you want to configure the approval reset condition.
3. Approval Settings: Go to the settings of the specific approval step within your workflow.
4. "When should the approval be reset?" Setting: Locate the section titled "When should the approval be reset?".
5. Enable "Values of variables set up in above conditions are updated":  Ensure the checkbox for "Values of variables set up in above conditions are updated" is selected. 

This setting ensures that whenever the values of variables used in your approval conditions are updated (including through edits to the intake form responses), the approval will be re-evaluated and potentially re-triggered as needed.

Important Considerations

• New Approvals Required: Editing intake form responses and the associated approval re-triggering functionality are only supported for contracts created using workflows with the new approvals feature enabled.