NDA Request and Approval Workflow

How is this workflow audited within assess.one?

Every status change, from submission through legal review, business approval, and signature, is timestamped and attributed to the responsible user within the workflow record. This creates a continuous audit trail covering approvals, rejections, and the reasons captured at each decision point. Compliance and legal teams can review the full history of any NDA request directly in assess.one without requiring separate reporting tools.

Who has access to NDA requests and approval decisions?

Access is governed by role assignments configured within assess.one, so requesters, legal reviewers, and business approvers only see the steps and information relevant to their function. Administrators can define which roles can view, edit, or approve records at each stage of the workflow. This ensures sensitive counterparty and deal information is restricted to authorised personnel.

How does this integrate with our existing email and notification tools?

Notifications for status updates, such as approval or rejection, are configured directly within assess.one and can be routed to email or messaging platforms like Slack. No external development work is required, as integrations are set up through the platform's built-in configuration options. This keeps requesters and approvers informed without manual follow-up.

Can we customise the routing logic for non-standard NDA requests?

Yes, the routing conditions that determine whether a request goes to legal review or proceeds directly to business approval are fully configurable within assess.one. Organisations can adjust the criteria for what constitutes a non-standard template, add additional review stages, or modify approver assignments. Changes take effect immediately without disrupting requests already in progress.

Who needs to be given access to run this workflow effectively?

At minimum, requesting employees, a legal review team, and designated business approvers should have access to the relevant steps of the workflow. Organisations may also grant read-only access to compliance or finance stakeholders who need visibility into executed agreements. Roles and permissions are managed centrally within assess.one.

What happens when a request is routed to legal review?

When a request is flagged as non-standard, its status is set to Legal Review and it is assigned to the legal team for assessment of requested changes before proceeding further. Legal reviewers can approve, request modifications, or escalate concerns within the same record. Only after legal review is complete does the request move forward to business approval.

What happens if a business approver rejects the NDA request?

Rejected requests trigger capture of a rejection reason, the status is set to Rejected, and the requester is automatically notified with the stated rationale. This ensures rejections are documented for audit purposes rather than communicated informally. Requesters can then revise and resubmit the request based on the documented feedback.

How long does it take to implement this workflow?

This is a ready-to-use template that can be published in assess.one within minutes, after which your team can begin submitting and processing NDA requests immediately. There is no lengthy implementation project or external development required. Any customisation of steps, roles, or notifications can be made directly in the platform before or after publishing.

How and where are signed NDAs stored?

Once an NDA is marked ready for signature and executed, the signed copy is collected and stored directly on the workflow record within assess.one. This centralises documentation, avoiding scattered storage across email or shared drives. Authorised users can retrieve the signed document alongside the full approval history for that request.

Is this workflow suitable for organisations with multiple business units or subsidiaries?

Yes, the workflow can be configured with distinct approver roles, routing rules, and notification settings to reflect different business units or entities. Each unit's approvers only interact with requests relevant to them, while legal review criteria can remain standardised across the organisation. This supports scalable governance without requiring separate workflow instances for each unit.