How to Assign a Request to Someone?
A contract request remains in “Unassigned” state until the Legal Admin either assigns it to someone with “Legal Team” or “Legal Admin” profile privileges. Additionally, you can set up auto-assignment based on certain criteria so each request does not need to be manually assigned each time. Once a request is assigned to a user, that user will see the contract request in their Queue.
To assign the request to another user, click the Edit button against the user name and select a team member.
How to Link a Contract Request to an Account?
As a Requestor, while creating a New Request, you have the ability to select the Account Name from the drop-down list. If the Account name is not available in this list, type and click the name, so that name will be added as an Account.
To change the Account Name, navigate to the Contract Request details page, click the edit icon against the "Account in Pramata" field and select the new Account Name. Note that, the edit icon is visible only if the Contract Request is assigned to you.
How to Reassign a Requestor for an Open Request?
As Admin users and request Assignees, you can change the Requestor for open contract requests. This feature streamlines workflow management, especially when handling requests from employees who have left the company.
To reassign a Requestor, navigate to the Request summary view, find the "Submitted By" field in the right panel, and edit it to select any active user with contract request access.
Important notes
- When a Requester is updated, the change is tracked in Audit Trails.
- Email notification is sent to the new Requestor to inform then of the reassignment.
How to Request More Information From Requestors?
Use the Comments tab in the Contract Request Details page, in the box, mention the requestors name and type your request. If required, attach a file and click Send.
The Requestor will receive an email, they can choose to reply via the email or click the document number in the email and reply from the Contract Request page.
Note that the Requestor will receive an automatic notification for any new comments posted on the request.
How Do Comments and Notifications Work?
The Comments feature in Contract Requests enables seamless communication between all stakeholders. Understanding how notifications are sent helps ensure the right people stay informed at the right time.
Comment Notification Rules
When you add a comment to a Contract Request, the system automatically sends email notifications based on specific rules. Here's how it works:
| Comment Action | Who Gets Notified | Description |
| Add comment without tagging users | Request Assignee | When you post a general comment without mentioning anyone, only the person assigned to the request receives a notification. |
| Reply to an existing comment | Request Assignee + Original comment author | Replying to someone's comment notifies both the request assignee and the person who wrote the original comment you're replying to. |
| Add comment with tagged users | Request Assignee + All tagged users | When you mention specific users using @username, both the assignee and all mentioned users receive notifications. |
| Reply to a comment that has tagged users | Request Assignee + Original comment author + All tagged users from the parent comment | This ensures maximum visibility when responding to comments that involved multiple stakeholders. |
How to Delete Comments?
Comment authors and contract Assignees can delete comments to correct mistakes and moderate discussions. Approval-linked comments cannot be deleted. Unauthorized users see a disabled delete button with a tooltip.
Deleting Comments: To delete a comment, click the delete icon and confirm in the modal dialog. Standalone comments are completely removed. Comments with replies show "[Comment deleted]" to preserve thread context while keeping all replies visible.
Smart Thread Cleanup: If a parent comment shows "[Comment deleted]" with only one reply remaining, deleting that final reply automatically removes both the Reply and parent placeholder, and the entire thread disappears.
Notifications: When an Assignee deletes your comment, you receive an email notification with the comment details and who deleted it. No notification is sent if you delete your own comment.
How to Upload and Track Contract Drafts / Versions?
Use the Doc Versions & Attachments tab to view the version history of all the contract drafts and download old versions of the contracts, if required.
Upload the latest contract drafts by clicking the following button or icons. This opens a pop-up where you can either select files from your system using the 'Upload File' field, add the corresponding Office 365 link in the 'Add Office 365 Link' field, or do both. Note that these options are only available for contracts assigned to you.
- Upload Documents button
- Edit Drafts icon
- Upload New Version icon
How to Initiate Contract Request Directly from Microsoft Outlook?
As a Requestor, you can initiate a new contract request directly from Microsoft Outlook in Office 365 by clicking on a designated link. This action will open a create new request form in a new browser window. After submitting the form, notification emails will be sent out promptly. To enable this functionality, reach out to your Administrator to configure the Contract Request Add-in for Outlook.
Note: This feature is currently supported only for the Desktop and Web versions of Outlook in Office 365.
Configuring Contract Request Add-in for Outlook
For Admin users managing integrations with Pramata, we have provided detailed documentation to guide you through the process of configuring the Contract Request Add-in for Outlook. Simply access the Integrations Hub within the Admin Console, follow the step-by-step instructions, and enable your users to submit contract requests directly from their Outlook client.
How do Approvals Work?
When a Contract Request is assigned to you, you have two options for handling approvals:
Option 1: Route to Others
If a contract requires sign-off from more than one approver:
- Click Send For Approval in the Request Actions section.
Note: When your contract matches an Approval Template, a counter badge appears next to "Send for Approval" showing how many pre-configured approvers are required. Clicking "Send for Approval" will automatically present the complete list of suggested approvers. - Select Route to Others in the pop-up window.
- Add the required Approvers to your list and configure the following:
-
Approval Order:
- Parallel (Send All at Once): Requests are sent to all approvers simultaneously. You can then set the Completion Requirement:
- All Must Approve: Every approver must approve before the request moves forward.
-
Any One Can Approve: The first approver to respond moves the request forward. The remaining approvers are automatically notified that no action is required.
Note: If any approver rejects before an approval is received, the request is canceled immediately.
- Sequential (Send One After the Other): Requests are sent to approvers in a specific order. If anyone along the way rejects, then the next person in the chain does not receive the approval request and the request moves to “Contract Rejected” status.
- Parallel (Send All at Once): Requests are sent to all approvers simultaneously. You can then set the Completion Requirement:
-
Approval Order:
- If needed, attach relevant supporting documents using the file attachment feature.
- Click the Request Approval button to complete the process.
Option 2: Self-Approval
As an Assignee, you can directly approve requests without additional routing:
- Click Send For Approval in the Request Actions section.
- In the approval pop-up window, select the Approve option.
- Add any required comments in the Comments field.
- If needed, attach relevant supporting documents using the file attachment feature.
- Click the Approve button to complete the approval process.
Managing Approvals
The Approval History tab, shows the approval status for all contracts sent for approval. Here, you can do the following actions:
Recall Approval Request
Send Reminder
The Approver receives an email where they can choose to Approve, Deny, or Reply for more clarifications. Based on the approval the status of the contract will be updated.
How to Close a Request & Upload a Contract to Pramata Repository?
A contract is sent to Pramata Repository only when you Close a Request. Closing a contract request involves finalizing the negotiation and approval process and formally ending the request.
Users can close a contract request, using the following options:
-
Upload to Repository: Select a final version of the signed contract from,
A list of PDFs in Contract Drafts
Upload from your local system
Link to Existing Contract in Repository: Select a final version of the signed contract from the Signed Repository. Additionally, link documents from the same Account to the Request. Note that, only documents with an Effective Date greater than the Contract Request Date will be visible and eligible for selection.
Not Applicable: Close without a signed contract by mentioning a reason for closure.
The Contract Summary page shows an indicator if the final Signed Contract is linked to a document in the Account. Click the “View Contract Request” indicator to navigate to the Request Details of the Contract.
How to Auto-Generate a Contract for a Requestor
As a Legal Admin, you would not have auto-delivered the auto-generated contract to the Requestor at the time of submission. With the Download Auto-Populated Draft button, you can auto generate a contract based on a template on-demand and deliver it to the Requestor. Clicking the button, downloads the right template, automatically fills mapped fields, and incorporates conditional content based on the request.
This action will help save time and reduce the chances of errors in the contract drafting process.
The ‘Download Auto-Populated Draft’ button is available inside the Doc Versions & Attachments tab and is visible only if the contract is assigned to you.
How to Edit Submitted Forms?
Assignees of a Request or an Admin have the option to edit a submitted form to make some corrections or provide additional information, when the Requestor forgot to enter some critical information into the Request. Additionally, relevant stakeholders will receive notification when edits are made to the submitted form.
Key points to note:
- Only Requests submitted after February 19th, 2024 can be edited.
- Only the questions that were on the form when the request was first submitted can be edited. Any new questions added to the form after the initial submission won't appear for editing.
- It is not possible to add files while editing. Follow these alternatives to attach a file to the request:
- As a Requestor, use the Comments tab to attach a file in a comment.
- As an Assignee, use the Doc Versions & Attachments tab to upload a file.
- Closed requests cannot be edited.
Additional Information:
- Audit trail is maintained for each change.
- When modifying the original Contract Request form, any additions or removals of fields will dynamically reflect in the submitted form.
- An email notification will be sent to the Requestor and any Approvers who have not yet approved the request, informing them of any edits made to the form.
How to Reopen a Closed Contract Request?
Contract Administrators and Legal Team Members can reopen closed contract requests, eliminating the need to create new ones. The Reopen button is only visible if a user closes a contract request without a signed contract. Note that a closed request cannot be reopened if it has document(s) linked to the Repository.
To reopen a request:
- Navigate to the Queue > Closed Requests tab.
- Find the contract request you wish to reopen and click the row.
- In the right panel, click the Reopen button against the Closed Status.
Note: This button will be disabled if the request has documents linked to the Repository or has a signed contract. - In the dialog box that appears, specify:
- The reason for reopening the request.
- The target status you want the request to return to.
- Click Reopen to complete the reopening process.
The system will update the workflow status and automatically notify relevant stakeholders.
How to Bulk Update Contract Requests?
Legal Managers and Legal Admins can select multiple open contract requests and update the Submitter, Assignee, or Account Name in a single action directly from the Queue, eliminating the need to open each request individually.
Legal Team Members and Requestors can also use this feature, but only for requests that are assigned to them.
To bulk edit contract requests:
- Navigate to Contract Requests > Queue > Open Requests.
- Use the filters to locate the requests you want to update, then select the checkboxes next to them.
- Click the Bulk Edit icon in the toolbar.
- Choose one of the following actions and click Next:
- Reassign Requests: Transfer ownership by updating the Assignee
- Change Submitter: Update the Submitter on the selected requests
- Change Account Name: Correct the Account Name across multiple requests
- Enter or select the new value and click Next.
- Review the confirmation screen, which shows which requests will be updated and which already have the target value.
- Click Apply Changes to complete the action.
Important notes:
- When bulk changes are made, a single email notification is sent to the relevant users—so people are kept informed without being flooded with a separate message for every request.
- All bulk changes are recorded in the Audit Trail with the label Bulk Update.
- Only Submitter, Assignee, and Account Name can be changed through this action. No other fields are included.
What is AI Assist and How Does It Work?
AI Assist is a powerful feature within the Contract Request module that leverages AI to extract insights from your data. This guide will help you navigate and use this feature effectively.
Prerequisites: To view AI Assist for your profile, ensure that you have the necessary module Access and Permission Type in the User Management module. To know more about managing profiles, refer here.
Getting Started
- Navigate to Contract Request > Queue. Open a Contract Request and open the AI Assist tab.
- All documents associated with the Contract Request are selected by default. You can deselect any to narrow your focus or use Select All to reselect them.
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Monitor Document Capacity: A visual meter helps you track whether your selected documents are within the AI context window:
- Green (0–99 pages): Optimal document selection for analysis
- Green (100+ pages in Key Terms Mode): Automatically switched to Key Terms Mode for better performance.
- Red (100+ pages in Full Text Mode): Shown only when you manually switch to Full Text Mode.
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Choose Analysis Mode: Displayed when your document selection nears or exceeds the limit, you can choose between:
- Key Terms Mode ((recommended for large document sets): Analyzes extracted Key Term data and Digital Snapshots for faster, focused analysis.
- Full Text Mode: Analyzes complete OCR text for detailed review.
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AI Agents interface:
- Five essential AI Agents are visible by default, click Show More to view others.
- Favorite frequently used Agents to pin them to the front.
- Agent-specific options like Playbook or Draft Contract Selector appear as needed.
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Upload Supporting Documents: Enhance your analysis by using the + icon to attach a wider range of context sources to your chat session. Attach any of the following context sources:
- Upload an Attachment: PDFs, Word files, CSVs, or text files (max 10MB each).
- Checklists: Pull in saved checklists as context for the chat session.
- Playbooks: Include Playbooks to guide the AI during analysis.
- Contract AI Model: Add a Contract AI Model to inform the analysis.
- Templates: Use templates as reference context during the session.
-
Draft Contracts: Access any draft contracts as context.
For example: Compare pricing terms in a contract against an uploaded invoice to ensure alignment.
Note: To begin a new analysis session with a different question or experience, use the Start Over button, which refreshes the interface and allows you to start from scratch.
What is the AI Drafting Assistant, and How Does It Help Create Contracts More Efficiently?
The AI Drafting Assistant is an intelligent feature that automates contract draft creation by analyzing existing contract history and new Contract Request details. It helps legal teams generate first drafts quickly while maintaining consistency with previous agreements.
Note: This feature generates a first draft to reduce manual work. Legal professionals should review and refine the draft to ensure accuracy and compliance.
Auto-Population into MS Word Templates
The AI Drafting Assistant automatically populates your organization's MS Word templates with AI-generated content, eliminating the manual reformatting work that previously slowed down contract creation. Simply generate your draft, choose which template you want it to flow into, and watch it automatically map the content into your preferred template structure.
Prerequisites
The “AI Drafting Assistant” button is only visible when:
- An Account is linked to the Contract Request
- You must be an Assignee on the Contract Request
How to Use
- Navigate to Contract Request > Queue. Open a Contract Request that is assigned to you
- Click the AI Drafting Assistant button.
- In the pop-up window:
- Select a document to be used as a template for the new draft to be generated.
- Select the Generate Draft Agreement prompt/experience. You may also select a playbook from the Playbooks drop-down list.
- The assistant will automatically analyze:
- Previous contract terms from your account history
- Negotiation history and prior agreements
- New Contract Request details (contract type, account info, product specs, pricing, etc.)
- For additional information, the assistant will guide you through an interactive Q&A
- Based on the information you provide and AI analysis, the AI generates a draft agreement and displays it for review.
- Once you review the generated draft, click the "apply changes to template" icon and select the MS Word Template you want the content to flow into.
- The assistant automatically maps the AI-generated content into your selected template structure.
- Review and refine the populated template fields as needed:
- Edit any pre-filled field values to match your specific contract requirements.
- Fill in any blank fields or placeholder text (such as "ENTER effective_date here" or "ENTER client_name here").
- Ensure all key contract terms, dates, names, amounts, and other critical information are accurate and complete.
- Once all fields are reviewed and completed to your satisfaction, click the Generate Document button to create the final, fully formatted contract document in MS Word.
FAQ
1. How do redline Word versions work in Pramata?
There are two options depending on which type of MS Word document is being used:
Option 1: MS Office 365 Document (Recommended)- Users can link the MS Office 365 version one time into the Pramata Contract Request and then continue to collaborate online (like a Google Doc). You can even choose to share this file link with an external party once all internal comments are resolved to negotiate the contract. With this approach, all redlines (internal and external) get captured in one place without the need to reattach versions each time. Additionally, as you add comments on your MS Office 365 document, users get notified immediately and it circumvents the need to email everyone.
Option 2: Traditional MS Word Document - If you are using the traditional MS Word file, then the redlining happens within that file. Once you are ready with a draft version, you can upload it to the Pramata Contract Request. Then, to make any redline changes, you would need to actively remove the document and email that version to the other side when you’re ready. Once new versions come back, you would need to re-upload back into the Pramata Contract Request. All versions you upload into Pramata are tracked via a version history.
2. Can Requestors add multiple files as attachments to a Request?
Yes, Requestors have the ability to add multiple files to a single request. To enable this functionality, you need to ensure that the 'Multiple Values' option is selected within the 'Data' tab of the File Component settings, as seen in the image below.