Elaboração de contrato

Summary

This video outlines the process of creating, managing, and sending a contract to a collaborator, client, or supplier. It covers document registration, template usage, and automatic data population in the contract. Users can make edits, generate Word or PDF versions, and track document versions. The workflow includes sending the document for digital signature, with options for review or approval. Once signed, the contract is automatically sent to the client, with all actions logged for transparency. The process is customizable to suit different workflows and document types.

Takeaways

• 😀 The process begins with registering an outgoing document, with options to select the company and document type.
• 😀 Users can save templates for future use, defining default values for filling in certain fields.
• 😀 Templates are available for selection when registering a new document, allowing easy reuse of predefined contracts.
• 😀 Contract details such as the recipient and sender are automatically populated, but can be adjusted if needed.
• 😀 Once a document is created, it can be generated in Word format, allowing for further edits or in PDF format for final review.
• 😀 Essential contract details like company name, address, and tax ID are automatically filled from the document registration.
• 😀 Additional fields, such as contract value or renewal date, can be manually added to the contract.
• 😀 The document is uploaded to an integrated platform, where it can be versioned and tracked through multiple changes.
• 😀 Users can make unlimited changes to the contract, checking it out for edits and re-uploading the latest version for further processing.
• 😀 Once finalized, the contract can undergo review or approval according to a pre-defined workflow, starting with an administrator's digital signature.
• 😀 The digital signature is applied after selecting the appropriate certificate and location on the document, and a new signed version is automatically generated and emailed to the client.

Q & A

What is the first step in the contract management process?

The first step is registering an outgoing document, which can be customized based on the company and document type if it's a multi-company process.

How can users save time when filling out documents?

Users can save templates with default values for fields, which are then available for selection when creating new documents, reducing the need to manually enter data.

What happens after a document is registered?

Once a document is registered, it is generated in Word format, allowing for further editing. The system automatically fills in details like the company name, address, and tax ID based on the document record.

Can users customize the contract details?

Yes, users can add additional fields such as contract value or renewal date. These fields can be customized or left blank to be filled in later.

What is the purpose of version tracking in the system?

Version tracking allows users to keep track of document changes. When a document is edited and sent again, a new version is created, and previous versions can be consulted.

How does the system integrate with workflows?

If a contract is associated with a workflow, such as review or approval, the system triggers these processes automatically after the document is saved and ready for review or signature.

Can the document be signed digitally?

Yes, the document can be digitally signed by authorized users, typically administrators, who use a valid digital certificate for authentication.

How is the digital signature added to the document?

The digital signature is applied to the document by selecting the signature location, and the system adds a timestamp and digital certificate to authenticate the signature.

What happens after the contract is signed?

Once the contract is signed, the system can automatically send the signed document to the client via email. If no workflow is defined, users can manually trigger the email and signature actions.

Can the document be sent for signature without a workflow?

Yes, even without an active workflow, users can manually send the document for signature and email the signed contract to the client.