Email Presentation
When all the required properties and approvals are complete, you can present the contract to more than one party by email.
Definition
Email presentation is a contract presentation method in which the contract language is sent to an external party as an email attachment. There might be other options available according to negotiability.
The negotiability determines whether a contract can be checked back into the application after the external parties edit it and whether it is presented as editable or read-only. It also determines the lock behavior. Every time that you present a contract, you can determine its negotiability, if it is enabled in the System Settings. The default negotiability is defined within the contract template that is used to create the instance.
Email address of the primary external contact
You cannot present an authored or received contract or amendment by email if the primary external contacts are not defined. The primary external contact must also have a valid email address.
Notification received by external party
When a contract is presented by email, the external contacts of the contract receive a notification that includes the contract language in the .docx format. The notification can include contract attachments as email attachments, according to the notification template used.
A negotiable contract might be password-protected or might not require a password. This depends on the settings that are defined in System Settings in the Administration module. You can remove the password of the document before you present it to multiple parties.
If the contract is Accept or Decline, the document is password-protected and read-only.
Presenting a negotiable contract
When you present a negotiable contract by email, the external contacts receive a task. If the external contact has a user account, the user can log in and open the contract in read-only mode until the contract is in the In Negotiation status. Alternatively, you can also disable the user’s account without an impact on the operation on the internal party side.
If you want to change a negotiable contract that is presented by email, the primary external party must present it back to you or you must break the lock.
While the external parties edit a negotiable contract offline in Microsoft Word, only certain kinds of edits are supported upon check-in.
Considerations for email presentation
- When you present a contract by email, all unaccepted changes since the last presentation, are presented. The track changes feature of Microsoft Word is used.
- When the external parties complete their review, they can email the contract back to the internal party. After receiving the edited documents from the external party members, an internal party user can merge all the documents. The primary contact of the primary internal party can manually check in the new revision of language of a negotiable contract.
- When you present an Accept or Decline contract by email, the internal party can continue to change the contract.