DocuSign CLM: Processes of agreement and collaboration with documents in electronic document circulation.

Scenario 1: Contract extension approval with an employee in DocuSign CLM

Now we will consider a simple scenario that can be implemented in the HR department of your company using DocuSign CLM.

Scenario Description: Engineer Mark is employed by the company on a contract basis. The company's internal procedures entail notifying Mark about the intention to renew/not renew his contract for the following year 30 days before the contract expiration. This means that the process of reviewing the feasibility of extending Mark's contract needs to be initiated 10 days before the notification. The approval process involves Mark's supervisor and the HR director.

If they decide to extend Mark's contract, he will receive an official letter outlining the terms of employment for the next year. If Mark agrees, he will then receive the contract and sign it.

However, if the decision is to terminate the employment relationship with Mark, he will receive a letter notifying him of this.

Schematic diagram of the process

Now, let's take a look at how DocuSign CLM facilitates this process:

• The system determines autonomously based on contract attributes when the process should be initiated. No manual intervention or Outlook reminders are required from any employees to kick-start the process. The process will initiate precisely 40 days before the employee's contract expiration date.

• DocuSign CLM automatically assigns tasks to each approver and notifies them both within the system and through email.

• Each approver will see a new task in their task list. The only way to remove it is by completing the task.

• Once a decision is made, the process can take one of two paths:

  A. If the contract is not being renewed, DocuSign CLM automatically generates an official non-renewal letter and sends it to the employee within the system. Delivery is instantaneous and is recorded within the system.

OR

  B. If the contract is being renewed, DocuSign CLM automatically generates the contract and uses DocuSign eSignature to send it for signature by all parties. Once the contract is signed by both the employee and the employer, it's automatically archived in the electronic document repository along with the Certificate of Completion.

In this way, the entire approval process is conducted in a fully automated mode, where each participant only performs their assigned tasks, and all documents are generated by DocuSign CLM automatically, taking into account the decisions that have been made.

Scenario 2: Negotiating a Trade Contract with the Client in DocuSign CLM

Have you ever thought about what the process of approving a trade contract with a client looks like in your company? How long it takes and how it's carried out? We're sure you've contemplated this, perhaps even automated it.

Let's explore how elegantly you can automate this process using DocuSign CLM. The results of this automation will also help you assess the effectiveness of the process within your company.

An example of a business process for negotiating a trade contract in DocuSign CLM:

The process consists of several key steps:

Step 1. Moving the generated contract to the customer's folder.

This stage begins with the automatic contract generation using DocuSign CLM Document Generation tools. In brief, the user only needs to select the contract type from the menu and fill out the form with the required data. The rest is handled by DocuSign CLM Workflows: it generates the contract, assigns a name, and creates a separate folder in the DocuSign CLM repository with a descriptive name.

This is what the contract generated in DocuSign CLM may look like (automatically entered data is indicated in blue):

Step 2. Applying attributes to the contract.

At this stage, DocuSign CLM automatically adds all the necessary attributes for this document type. Attributes are a tool that allows storing and further tracking key contract data for analysis. Examples of attributes include contract signing date, start date, amount, signatories, and more.

Step 3. Contract approval with the department head.

At this stage, the automatically generated contract with attributes is sent for approval to the department head. If approval is not granted, the contract is sent for editing to the responsible person. Once the contract is edited, it is re-submitted for review by the department head. After approval, the contract is automatically sent to the client for further approval.

Step 4. Contract approval with a customer.

At this stage, the contract is sent for approval to the client. The client receives a notification via email, follows the link to your DocuSign CLM, and begins reviewing and editing the contract directly within the system. Once they finish their work, the contract, along with all client edits and comments, automatically enters your system.

This is what the screen looks like for the client when agreeing on a contract with him:

Step 5. Send for Signature for Legal and Customer.

After the client completes work on the contract in DocuSign CLM, it is routed back to the department head. If the head approves client-made changes, DocuSign CLM automatically sends the contract for lawyer and client signatures via the DocuSign eSignature interface. Once all parties sign the contract, it is saved as a PDF with signatures in a dedicated folder in the DocuSign CLM repository, along with a "Certificate of Completion" that records signatory information and the signing process.

This is what the screen looks like for you when signing the contract: