COBBLESTONE SOFTWARE

Contract Insight — User Guide

IntelliSign Process from Document Toolbox

Module: Document Collaboration Gateway › IntelliSign › IntelliSign Process from Document Toolbox

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

As with IntelliApprove, IntelliSign can be initiated from within document authoring/merge tools rather than only from a record's Actions menu — the same Mass Process Jobs and Merged Documents administration screens that govern template-driven document generation and its optional routing for signature.

Mass Process Jobs merges one document template across many records at once. Choosing the Merge & Sign job type routes each generated document for signature. Merged Documents lists every document generated from a template, across all records. From there you can open a document, place its signature fields, follow its signing groups, and open its process console.

2. Key Elements

• Mass Process Jobs (Administration) can merge a template across records and route for signature.
• Merged Documents (Administration) reviews documents generated this way.
• Area tabs on Mass Process Jobs: Contracts, Counterparty, E-Procurement, Employees, Purchase Orders, and Requests.
• Job types: Merge ONLY, Merge & Sign, and Merge & Acknowledge. Use Merge & Sign to send the merged documents for signature.
• + Add mass process job: “Creates the job as Pending; participants are chosen next.”
• Job setup has two steps: 1 Which records (the conditions that pick records) and 2 Review and run. One document is created per matching record.
• Merged Documents row actions: Open, Open the source template, and Delete.
• On a merged document: a SIGNATURE PROCESS RUNNING badge, a Signature fields button, a Signatures section (“The groups asked to sign it, and where the process has got to”), and Open the process console.

3. Navigating to the Document Toolbox

1. From the Contract Insight homepage, click the Administration icon at the bottom of the left navigation bar.
2. In the Search administration box, type merge. You can also scroll to the Templates & Presentation category.
3. Click Mass Process Jobs (Section 4) or Merged Documents (Section 5).

4. Starting IntelliSign with a Mass Process Job

4a. Opening Mass Process Jobs

1. Navigate to Administration → Mass Process Jobs (see Section 3).
2. Select the tab for the record area, for example Contracts.

Existing jobs are listed with their Job type, Status (for example Pending or Active / In Process), source template, and Reply to employee. Click Setup on a row to continue an existing job.

4b. Adding a Merge & Sign Job

1. Click + Add mass process job to expand the form.
2. Select the Template to merge.
3. Set Job type to Merge & Sign.
4. Review the Job title. It defaults to the template name. Optionally add a Job description.
5. Select the Reply-to employee and choose whether to Display terms (No or Yes).
6. Click Create and continue setup. The job is created as Pending, and its participants are chosen next.

4c. Choosing Records and Running the Job

1. On the Mass Process Jobs list, click Setup on the job's row.
2. Check the job summary at the top: Job, Area, Template, Type, and Status.
3. Under 1 Which records, choose whether records must match ALL or ANY of the conditions. Click + Condition to add a field, operator, and value, or + Group to nest conditions. Leave the conditions empty to include every record in the area.
4. Click Save rules. The matching count updates to show how many records the job will use.
5. Under 2 Review and run, check the summary (one document is created per record), then click Run this job.

Note: Run this job stays unavailable until at least one record matches the conditions. For a Merge & Sign job, the signing participants are also chosen during setup.

5. Reviewing Merged Documents and Their Signatures

5a. Finding a Merged Document

1. Navigate to Administration → Merged Documents (see Section 3).
2. Narrow the list with the All record types drop-down or the Search box.
3. Click Open on the document's row. Click the Open the source template icon to view the template the document came from.

5b. Checking Signature Status

4. On the merged document page, check the badges next to the title. SIGNATURE PROCESS RUNNING means the document is out for signature.
5. While a signature process is running, the document is locked: “This document is out for signature right now, so it can't be changed.”
6. Click Signature fields to work with where participants sign on the document.
7. Click Signatures to expand the section.

8. Review Signing groups: each group, its order, its participants, and where it came from. Groups are editable until the process starts. Use Add group to add one before then.
9. Check the progress line, for example ACTIVE · 0 of 1 signed. If it is your turn to sign, click Sign now.
10. Click Open the process console to see the process's comments and full history.

6. Quick Reference Summary