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How to Create an Agreement#

The platform allows you to create Agreements using different sources.


Creating an Agreement Using a Framework#

The platform allows you to create Agreements based on digital templates, named frameworks.

To create an Agreement using a framework:

  1. Log in to ContractRoom (https://agree.contractroom.com) using your ContractRoom account. The platform displays your Dashboard.

  2. Click the New Agreement button next to the Activity Feed section. Select Document from the dropdown list. The system displays the Start New Document dialog box.

  3. In the Start New Document dialog box:

    • Fill the Name field.
    • Add an optional description.
    • From Document Source, select Use Framework to use one of your available templates to draft the Agreement.
    • Fill the Company Name field with the name of your company.
    • From Allow offline edits select if you want to edit this Agreement outside of the platform.

    Click Next to go to the Framework Selection Screen

  4. Choose the framework to use as a template for your Agreement.

    Note

    If you only have one framework assigned to you, the system sets that framework as default. Continue to the next step.

  5. Complete the Document Assembly Assistant. This process is called Conditional Drafting. The request is pre-filled accordingly.

    Note

    If you don't have Conditional Drafting options configured in your framework, ignore this step. ContractRoom redirects you to the Contract Editor. To know more about the Contract Editor, refer to Appendix A: Contract Editor

    Click Next. The system displays the Collaboration Settings dialog box.

  6. In the Collaboration Settings dialog box, choose if you want to work alone, create a new team or collaborate with an existing team, and click Next.

    Note

    If you choose to work alone, ContractRoom redirects you to the Contract Editor.

    If you select I will work with an existing team, select from the dropdown list the Agreement where you worked with the team you want for this new Agreement. Click Next. The system adds this team to your new Agreement.

    Confirm the members of the existing team and their assigned actions. Modify if needed and click Next. The system displays the Collaboration Settings dialog box.

    Note

    To know more about team creation, refer to How to Create a Negotiation Team.

  7. Enter the email of your counterparty, click Next. Confirm the email, click Next. Enter the company of the counterparty who will be receiving this Agreement and click Next. The system displays the Contract Editor.

  8. Review your generated Agreement, fill the term tags if applicable, and edit text from your Agreement according to your needs.

    Note

    When you finish drafting, the system highlights the Next icon in red (indicated with an arrow).

  9. Click the Next icon. The system displays the Begin collaboration dialog box. Add a comment if needed and click Send.

After you complete these steps, the system sends the Agreement via email to the counterparty you previously designated.


Duplicate an Existing Agreement#

If you choose to make the selection to “Duplicate an Existing Agreement”, then you will be guided through the selection of the agreement you wish to duplicate from the list of your already existing agreements. Duplicating an existing agreement is a quick and easy way to get an agreement started if most or all the content and data values remain the same.

Example: If you will be starting an agreement that will have all or most of the tag values remain the same from those of an existing agreement, then you can choose to duplicate the existing agreement so you do not have to redo everything from scratch.


Creating an Agreement With a Microsoft Word Document or a Text File#

ContractRoom allows you to upload a Microsoft Word Document or a text file as a template to draft your Agreement.

To upload your file and create the Agreement:

  1. Log in to ContractRoom (https://agree.contractroom.com) using your ContractRoom account. The platform displays your Dashboard.

  2. Click the New Agreement button next to the Activity Feed section. Select Document from the dropdown menu. The system displays the Start New Document dialog box.

  3. In the Start New Document dialog box:

    • Fill the Name field.
    • Add an optional description.
    • From Document Source, select Upload MS Word or text file to use a Microsoft Word or a text file to draft the Agreement.
    • Fill the Company Name field with the name of your company.
    • From Allow offline edits select if you want to edit this Agreement outside of the platform.

    Click Next to go to the Uploading Document dialog screen.

  4. In the Uploading Document dialog screen:

    • Select Match to existing framework from the Data capture options dropdown list.

    • From the Map document sections? dropdown list, select Yes if you want to split the Document into sections according to the sections configured in your framework. Select No if you do not want to split your Document in sections.

  5. Choose the framework to use as a template for your Agreement.

    Note

    If you only have one framework assigned to you, the system sets that framework as default. Continue to the next step.

  6. Complete the Document Assembly Assistant. This process is called Conditional Drafting. The request is pre-filled accordingly.

    Note

    If you don't have Conditional Drafting options configured in your framework, ignore this step. ContractRoom redirects you to the Contract Editor. To know more about the Contract Editor, refer to Appendix A: Contract Editor.

    Click Next. The system displays the Collaboration Settings dialog box.

  7. In the Collaboration Settings dialog box, choose if you want to work alone, create a new team or collaborate with an existing team, and click Next.

    Note

    If you choose to work alone, ContractRoom redirects you to the Contract Editor.

    If you select I will work with an existing team, select from the dropdown list the Agreement where you worked with the team you want for this new Agreement. Click Next. The system adds this team to your new Agreement.

    Confirm the members of the existing team and their assigned actions. Modify if needed and click Next. The system displays the Collaboration Settings dialog box.

    Note

    To know more about team creation, refer to the Creating a Negotiation Team section.

  8. Enter the email of your counterparty, click Next. Confirm the email, click Next. Enter the company of the counterparty who will be receiving this Agreement and click Next.

    If you choose Yes from the Map document sections? dropdown list on step 4. The system displays the Section Mapping Screen with your uploaded document.

    In this screen you can split the Document into sections and insert the tags configured in your framework.

    If you choose not to map Document sections, the system redirects you to the Contract Editor to continue with the drafting process.

Once you finish, ContractRoom uploads your Agreement to the platform and the system displays the Section Mapping Menu with a preview of your Agreement.


Organize Your Agreement Into Sections#

To organize your Agreement into sections:

Hover over the Section you want to define in the SECTIONS menu located on the left of the Contract Editor. Click on the pencil icon to edit the section.

  • Fill the Section name field.
  • Select from the Editable by dropdown list who you want to be able to edit this section.
  • Select from the Category dropdown list the category to which this section in your Document belongs.
  • In the Hidden by default checkbox, choose if you want the system to show this section to other members of the team.
  • In the Section ID field, set a value as the identifier of this section. This value can be any alphanumeric character of your choice.
  • Click the Highlight section text button and select which part of your text you want to form this section. The system saves your highlighted text in the section you selected.

Set Tags in Your Agreement and Complete Drafting Process#

To set the tags configured in your framework to your Agreement and finish the drafting process:

  1. Click on the arrow next to the name of the section. The system displays a list of the tags available for this section.
  2. Drag and drop the tag you want to set by clicking and holding the (grip icon place image), and place it on the desired area of the Document. Click the trash bin icon on the tag (placeimage*) to delete the tag.
  3. Click the Arrow icon (+place image+) on the toolbar to begin the drafting process.
  4. Review your generated Agreement, fill the term tags if applicable, and edit text from your Agreement according to your needs.

    Note

    When you finish drafting, the system highlights the Next icon in red (indicated with an arrow).

  5. Click the Next icon. The system displays the Begin collaboration dialog box. Add a comment if needed and click Send.

After you complete these steps, the system sends the Agreement via email to the counterparty you previously designated.


Creating a Child Agreement#

ContractRoom has the functionality of creating Agreements derivative from previously created Agreements. These Agreements, known as Child Agreements, inherit the values entered in the tags of the original Agreements, known as Parent Agreements.

You can create a Child Agreement to follow a workflow when executing related Agreements with the same tags and to speed up the negotiation process.

Note

Only users with Platform Admin privileges can enable the function to create Child Agreement. As a Platform Admin, you can enable this function at framework level. To know more, refer to the Admin Guide.

You can only create a Child Agreement after your Agreement is being negotiated.

To create a Child Agreement:

  1. Click the Agreements tab on the navigation bar located on the top of the page. The system displays a list of all the Agreements in which you have collaborated.

  2. Find the Agreement for which you want to create a Child Agreement. You can manually search the Agreement on the Search bar.

  3. Select the row where your Agreement is located (without clicking the name of the Agreement). The system now displays a new green button on the Agreement toolbar, named New Child.

  4. Click the New Child button and select Document from the options displayed. The system displays the Start New Document dialog box.

  5. In the Start New Document dialog box:

    • Fill the Name field.
    • Add an optional description.
    • From Document Source, select Use Framework to use one of your available templates to draft the Agreement, or select Upload MS Word or text file to use a Microsoft Word or a text file to draft the Agreement. For more information on creating an Agreement with a Microsoft Word Document or text file as a template, refer to the Creating an Agreement Using a Microsoft Word Document or a Text File as a template section.
    • From Allow offline edits select if you want to edit this Agreement outside of the platform.

    Click Next to go to the Framework Selection Screen

  6. Choose the framework to use as a template for your Agreement.

    Note

    If you only have one Child Agreement framework associated with the framework of your parent Agreement, the system sets that framework as default. Continue to the next step.

  7. Complete the Document Assembly Assistant. This process is called Conditional Drafting. The request is pre-filled accordingly.

    Note

    If you don't have Conditional Drafting options configured in your framework, ignore this step. ContractRoom redirects you to the Contract Editor. To see all the options available in the Contract Editor, refer to the Contract Editor section.

    Click Next. The system displays the Collaboration Settings dialog box.

  8. In the Collaboration Settings dialog box, choose if you want to work alone, create a new team or collaborate with an existing team, and click Next.

    Note

    If you choose to work alone, ContractRoom redirects you to the Contract Editor.

    If you select I will work with an existing team, select from the dropdown list the Agreement where you worked with the team you want for this new Child Agreement. Click Next. The system adds this team to your new Agreement.

    Confirm the members of the existing team and their assigned actions. Modify if needed and click Next. The system displays the Collaboration Settings dialog box.

    Note

    To know more about team creation, refer to How to Create a Negotiation Team.

  9. Enter the email of your counterparty, click Next. Confirm the email, click Next. Enter the company of the counterparty who will be receiving this Child Agreement and click Next. The system displays the Contract Editor.

  10. Review your generated Child Agreement. The system prefills the tags configured from the parent Agreement. Edit text from your Agreement according to your needs.

    Note

    When you finish drafting, the system highlights the Next icon in red (indicated with an arrow).

  11. Click the Next icon. The system displays the Begin collaboration dialog box. Add a comment if needed and click Send.

After you complete these steps, the system sends the Child Agreement via email to the counterparty you previously designated.

Note

You and your counterparty need to complete the Child Agreement so you can complete the parent Agreement.