Getting Started with Workflow Manager – SpotDraft

With Workflow Manager, you can build and manage contract workflows to efficiently improve your organization's contract processes.

Workflows are a part of the Workflow Manager in SpotDraft. They are step-by-step processes that enable SpotDraft users to create contract-based workflows for contract creations, uploads, and executions.

In this no-code, step-by-step process, users can select appropriate templates for their contracts, customize their contract's questionnaire or intake form, and assign approvers to the contract with conditional logic.

You can use Workflow Manager to:

Create contracts with Template workflows.

Collect and execute third-party contracts with Third-party contract workflows.

Seamlessly add approvers and collect approvals for new and existing agreements.

Streamline repetitive contract creation, such as NDAs, T&Cs, and more, with Express contract and Contract campaign workflows.

Create bespoke versions of the same contract for multiple parties or individuals.

Availability & Usage

🔐 Available to selected customers (closed beta)

⚙️ Self-serve, available on the SpotDraft Dashboard

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Please note: For existing SpotDraft customers, all your current workflows will continue to function as they are. They will still be accessible, just like before. You can migrate your workflows to the new Workflow Manager (highly encouraged) or keep them in their current state.

Configuring the Workflow Manager

You can configure the Workflow Manager from the "Manage" section on SpotDraft.

Workflow Manager allows SpotDraft users to create contract workflows to streamline their day-to-day legal processes, such as new contract requests and uploads.

You can create workflows for new contract requests or upload third-party papers. You'll also be able to create questionnaires and intake forms, add approvers, assign signatories, and more via a self-serve step-by-step interface.

You won't be required to switch between different pages to create a workflow on SpotDraft.

That being said, let's explore the different workflows available today:

There are five different contract workflows that we offer with Workflow Manager:

Types of Workflows

The Workflow Manager currently supports two different contract workflows with their sub-workflows:

Template Workflows - Template Workflows allow users to create new contracts using their base templates on SpotDraft. Users can also create Bulk Contract Campaigns and Express Contracts using Template Workflows.

Please note: Template workflows can only be linked to one Contract Type.

Here are more details for the different template workflows that you can use:

New Contracts (Template Workflows) — Build a workflow to create a contract from a template of your choice. These could range from new sales contracts and employment contracts to service agreements.

Bulk Contracts — Create contract campaigns when sending multiple versions of a single contract to multiple counterparties. For example, an updated version of your terms of service, where all you require is the counterparty's name and signature.

Express Contracts — Create workflows for repetitive contracts that can be shared via a URL. These contracts consist of embedded web forms for counterparties, which create a 1:1 contract based on the form inputs provided by the counterparty. For example, getting a new vendor to sign a vendor agreement where all you require are legal details like Point of Contact (PoC) name, vendor organization, location, and more.

Third-Party Paper Workflows - Third-Party Paper Workflows allow you to create contract upload workflows. Use these workflows to upload third-party contracts, gather relevant information, and prepare them for approval and signing.

Please note: Third-party paper workflows can be linked to one or more Contract Types.

Third-Party Paper — Create workflows to upload third-party contracts directly or through your 3rd-party platforms (CRMs, HRMS, and others), collect key details, and prioritize contract activities accordingly.

Upload and Sign — With this workflow, you can collect key information for contracts ready for signatures. Create intake forms that collect the necessary information your business team requires for signatures.

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You can also migrate your existing workflows via Contract Types to Workflow Manager.

How Does Each Workflow Function?

Here's how each workflow will operate. They offer a similar yet enhanced experience to our current workflows.

Please find the details below:

Workflow	Usage
Template Contracts	Generate new contracts using a pre-approved template with this workflow. You will also be able to route approvals for this workflow.
Bulk Contracts	Send out multiple template contracts to all of your counterparties with the Bulk Contract workflow. This workflow allows dynamically changing pre-determined contract language and terms based on the counterparty information.
Express Contracts	Create workflows to generate ready-to-sign contracts that can be shared via public URLs. These contracts are pre-approved and auto-signed by contract owners. Your counterparty can initiate these contracts by simply interacting with a web form.
Third-Party Paper Upload	An upload workflow that collects third-party contracts along with key contract information via an easy-to-use custom intake form. This workflow is useful for collecting specific third-party contracts for internal or external purposes.
Upload and Sign	An upload workflow that helps users submit contracts for collecting signatures. It also includes an intake form to provide context to the reviewers.

Managing Your Workflows

You can manage all your workflows on Workflow Manager. You can access Workflow Manager via the Manage tab on the left-hand side of the navigation or use Cmd/Ctrl + K, enter "Workflow Manager," and go directly to the Workflow Manager page.

Please note: Workflow Manager is only enabled for SpotDraft admin accounts.

At a glance, you can figure out:

Workflow Title - The name of the workflows you've created.

Workflow Type - Template or Third-Party Paper Workflow

Creator - The person who created a specific workflow.

Status - Is it Published (active) or unpublished (not active)

This page also allows you to initiate a new workflow creation. Click on New Workflow Configuration to start building your new workflow, and follow the steps below.

Let's see how to create all the five workflows mentioned above. Let's dive in!

Create a Template and Third-Party Paper Workflows

Let's look at how you can set up templates and third-party paper workflows.

Setting up a template workflow takes only a few minutes, and you can start using it immediately. We have created a detailed guide on template workflows and third-party paper workflows here.

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Check out our interactive tour to create your first template and third-party paper workflows here.

Convert a Template Workflow into Bulk Contracts

Creating a bulk contract workflow is a simple step that takes just a few minutes to go live.

Here's what you need to do:

Select Workflow Settings.

Toggle Campaigns for the workflow to on.

That's it; your new contract workflow is now a bulk or campaign workflow.

Convert a Template Workflow into Express Contracts

Similarly, you can convert a template workflow into an Express Contract Workflow in a few steps:

Here's what you need to do:

Select "Express Contracts" from the Workflow options.

Enter the details of the Authorized Signee and answer the questionnaire as set for your template workflow.

Your Express template workflow is now ready.

That's it. You have successfully converted a template workflow into an Express template workflow. For a more detailed guide, check out this article.

Best Practices

Since this feature is critical for all your contract processes, here are a few tips to ensure that Workflow Manager functions efficiently for your team:

Create a dedicated naming convention for your workflows so that you can easily identify the purpose of each workflow.

Migrate your existing workflows using our self-serve migration wizard. This will allow you and your team to manage all your workflows from a central location.

Limit the number of users who can create, edit, or manage workflow requests and changes to 2-3. This will ensure that your workflows always function as intended.

If you encounter any issues creating or managing your workflows, check out our interactive guides here.

Bookmark this page if you experience any issues with Workflow Manager; we will regularly update these documents with any common issues our customers face.

Explore More

Create your first Template Workflow

Create your first Third-Party Paper Workflow

Learn how to Migrate your Workflows