Submitting a Contract Request

Introduction

As a Requestor from various departments such as Sales, Procurement, or other business units, you can submit contract requests to initiate, modify, or renew formal agreements with clients, vendors, or partners. Pramata offers multiple convenient ways to submit a contract request. Once submitted, the request is assigned to the legal team for review and processing. You will receive status updates from the legal team as they progress through each stage of the contract workflow.

Accessing Contract Request Module

Before you begin, ensure your profile has access to Contract Request module and any of these Permission Types: Requestor, Legal Team, Legal Manager, Legal Admin.

Note: Admin users can assign specific profiles with Permission Types using the User Management module.

Submitting a Contract Request from Pramata Platform

A straightforward method to create and submit requests directly within the Pramata ecosystem.

1. Navigate to the Contract Request module, then to the Queue section.
2. Click Create New Request and complete the New Request form by providing the required details.
   The form fields will dynamically appear based on your responses and administrator-defined logic.
3. Click Submit to complete the request submission. Notification emails will be sent automatically.

Submitting a Contract Request from Salesforce

Seamlessly integrate contract requests into your Salesforce workflow for improved efficiency. Depending on your Administrator's configuration, you can submit requests from the Opportunity or Account page within Salesforce.

1. If configured by your Administrator, navigate to the Opportunity or Account page and click the Submit Contract Request button.
2. Complete the Request form by providing the required details. Note: Some fields may be auto populated when submitting from opportunity/account page if they are configured.
   Fields will appear dynamically based on your responses and administrator-defined logic.
3. Click Submit to complete the request. Notification emails will be sent automatically.

Submitting a Contract Request from Microsoft Outlook (Office 365)

Initiate contract requests directly from your email interface for quick and convenient submissions.

Note: This feature is currently supported only for Desktop and Web versions of Outlook in Office 365. Contact your Administrator to configure the Contract Request Add-in for Outlook.

1. In Outlook, go to the navigation bar and select More Apps > Add apps.
   
2. On the Apps page, use the search box to find Pramata’s Submit Contract Request add-in . Select the add-in to review its details.
   
3. When you're ready to proceed, click Add to install the add-in.
4. Open an email in outlook, locate and click the Pramata icon in the email window to launch the request form in a new browser window.
   
5. If not already logged in, sign in to the Pramata platform using your credentials,. Fill out the contract request form completely and click Submit.
6. Automated emails will notify you of your submission and request status.

Tracking Your Request Details and Status

After submitting a contract request, you can easily monitor its progress and access detailed information. This feature allows you to stay informed about the status of your requests and collaborate effectively with the Legal team.

Steps to Track and Manage Your Requests

1. After submitting the request, navigate to the Contract Request module. You will automatically land on the Queue page.
2. On the Queue page, you will see the following tabs:
   • Open Requests: View all open requests that are currently in progress.
   • Closed Requests: Access all completed requests.
   • My Pending Approvals: This tab is only visible when there are requests awaiting approval. If you don't see this tab, it means there are no requests currently pending approval.
3. In the Open Requests tab, the new request will appear as a new row in the table. In the table, you can do the following actions to enhance your workflow:
   • Use the sorting and filtering options in the column headers to locate requests.
   • Click the Add additional fields icon to add or customize columns. Select fields from the list, or have your Admin configure custom fields from your request forms to appear as columns.
   • Click Save Preference to save your current filters and column settings in the Queue, so you don't have to reapply them each time.
   • Click the Request Number link to open request details in a new tab and view current status of the request. Alternatively, click on any row to view the request details in the same tab. For information on the contract request details, see step 4.
4. All contract request details are available within the following tabs:
   1. Progress Bar - A status bar at the top of the page, provides a visual representation of the contract request’s progress. Statuses highlighted in yellow indicate the current status of the contract, while green represents the completed statuses.
   2. Request Details - Review all the information you provided in the New Request form.
   3. Doc Versions & Attachments - Access and download previous versions of the contract drafts and attachments, if required.
   4. Comments - Communicate with the caseworker or legal team by posting comments in this section. You can also view comments from the Legal Admin here for additional information regarding your request.
   5. Approval History - Track the approval status of contracts sent for approval, including the Approver's name, status, and other relevant details. You can click the "View Comments" link to see any comments associated with each approval status.
   6. Audit Trails - Access a log of all changes made to the request.
   7. AI Assist - Launches a generative AI-powered interface that allows you to interactively explore and gain insights from your data. Note that, The AI Assist tab will only be visible if your user profile has the necessary Access and Permission Type settings configured in the User Management module.

Email Notifications

As a Requestor, you'll receive timely email notifications to keep you informed about the status of your contract requests throughout the approval process. These notifications are designed to provide you with easy access to important information and updates.

• Status Updates: You'll receive emails notifying you of significant changes in your request's status, such as when it moves to a new stage in the approval process or when it's approved or rejected.
• Interactive ‘View Request’ Button: Each notification email includes a prominent View Request button. Clicking this button will take you directly to the contract request summary page, allowing you to quickly access detailed information about your request.
• Request Number Link: For your convenience, the email also includes a clickable Request Number link. This link serves as an alternative way to navigate to the contract request summary page.
  Note that, as a Requestor, if you have access to both CRM and Pramata platforms, then request number links will direct you to the CRM platform.