NDA Request and Approval Workflow

What does this workflow record at each stage of the NDA process?

The workflow records the NDA status as it moves from Submitted through Legal Review, Rejected, Ready for Signature, and Executed, with each change reflected on the record's timeline. Where the workflow waits for a task, such as the Legal Review Task and Store Signed NDA task, the entered values—Legal Review Result, Legal Comments, Signed Date, and Signed NDA Copy—are saved directly on the record. Workspace activity related to the request is also logged, giving a consistent view of what happened and when.

Who is involved in reviewing and approving an NDA request?

The requester submits the initial request through the public form and receives email updates at key milestones. If the standard template is not used, a legal team member is assigned the Legal Review Task to assess the NDA and record their result and comments. A business approver is then assigned to review and decide on the NDA, and if it proceeds to execution, a legal administrator is assigned to store the signed NDA and record the signed date and copy.

What happens if the standard NDA template was not used?

When the requester indicates the standard template was not used, the workflow sets the status to Legal Review and assigns a Legal Review Task due in three days. Legal records whether the NDA is acceptable along with any comments, and this result is saved to the record before the workflow routes to either rejection or business approval accordingly.

What happens if legal or the business approver rejects the NDA?

If legal marks the review as Not acceptable, the status is set to Rejected and the requester is emailed legal's comments explaining the outcome. If the business approver rejects the NDA instead, the status is also set to Rejected and the requester receives an email that the NDA was not approved. In both cases, the decision and any comments are captured on the record.

How is the signed NDA tracked through to completion?

Once the NDA is approved, its status is set to Ready for Signature and the requester is emailed to proceed. A legal administrator is then assigned an ongoing task, with no due date, to store the signed NDA and record the signed date and copy, after which the status is set to Executed and the requester is notified by email.

How do we change this workflow if our review process differs?

A workspace can adjust the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor, such as changing task due dates, editing email content, or adjusting routing conditions. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations at any time.

Can the request form be adjusted to collect different information?

Yes, the fields on the public request form, such as Counterparty, Purpose, Information to be Shared, or Requested Changes, can be edited to match what a workspace needs to capture. Once published, the updated template is ready to use immediately without any separate installation or development project.

Does the requester need an account to submit or track their NDA request?

No, the requester submits their NDA request through a public request form and receives updates and any related forms by email, without needing to log into an account. Each request is tracked as a record with its own reference number and status, which is referenced in the acknowledgement email sent to the requester.

How are tasks and notifications distributed among staff?

Tasks such as the Legal Review Task, Business Approver Review, and Store Signed NDA are assigned to specific workspace members responsible for that stage. Email notifications to the requester are sent automatically at acknowledgement, rejection, approval, and execution points, keeping staff and requesters aligned without manual chasing.