Create a complete procedure with folders, receivers, smart fields, metadata, text blocks, comments, and attachments

1. Introduction

This guide walks you through creating a complete, production‑ready procedure in Contractuo—from setup to review and signatures. You will:

• Create a new procedure and organize it in a folder
• Add a Word document (uploaded) and optional additional documents
• Configure receivers for External Review → Internal Sign → External Sign
• Add and map Smart Fields and Text Blocks
• Capture Metadata for reporting and search
• Insert Comments (for collaboration and the FAQ context)
• Attach supporting files (two attachments)
• Send, track, review, and complete signatures

Who is this for? Legal, Procurement, Sales, HR, Compliance—any team that needs end‑to‑end document workflows with internal and external participants.

Required permissions & plan

• Procedures: View & Edit
• Smart Fields & Text Blocks: View
• Folder: View
• Account: Paid with Word Upload enabled (Free accounts don’t include Word Upload)

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2. Step‑by‑step Instructions

A. Start a new procedure

1. Go to Procedures.
2. Click New Procedure.
3. Name your procedure (e.g., Vendor Master Agreement – ACME).
4. (Optional) Add a description so collaborators understand the purpose.
5. Click Create.

Tip: Use a consistent naming convention (e.g., [Type] – [Counterparty] – [Date]) to keep your list organized.

B. Place the procedure into a folder

1. In the procedure header, click the Folder field (or the Move to folder action).
2. Select the correct folder from the list.
3. Click Save. You’ll see the folder label assigned in the header.

C. Add the main document (Word upload)

1. In the Documents section, click Add document.
2. Select Upload Word.
3. Choose the .docx file from your device. (Tracked changes and comments are imported.)
4. After upload, the document appears in the list.

If the platform detects structure issues, you’ll see Repair Document:

• Review headings, numbering, and tables as prompted.
• Click Apply or Continue when repairs are complete.

D. (Optional) Add more documents

1. Click Add document again for each additional file.
2. Choose Blank document, Template, another Word, or PDF (for signatures only—content not editable).

E. Configure the workflow: External Review → Internal Sign → External Sign

1. Go to the Workflow or Actions panel.
2. Click Add action.
3. Add External Review:
   • Choose Review.
   • Set Type to External.
   • Click Add receiver → enter name and email (or select from contacts).
   • (Optional) Set due date and reminders.
   • Click Save.
4. Add Internal Sign:
   • Click Add action → Sign.
   • Set Type to Internal.
   • Add receiver (choose a user from your organization).
   • Ensure the main document has signature fields for this signer.
   • Click Save.
5. Add External Sign:
   • Click Add action → Sign.
   • Set Type to External.
   • Add receiver (external signer details).
   • Confirm signature fields exist for this signer.
   • Click Save.
6. Ensure actions are ordered Review → Internal Sign → External Sign (drag to reorder if needed).

Notes:

• Review actions send emails to reviewers with a secure link.
• Sign actions send signature requests when preceding steps are complete.
• Manual Review and Wet Ink do not auto‑notify—share links manually if you add them.

F. Add and map Smart Fields

1. Open the Smart Fields side panel (or the Fields tab).
2. Click Add field (or Insert field) to create required data points (e.g., Counterparty Name, Effective Date, Currency, Cap Amount).
3. Map fields into the document:
   • Open the uploaded Word document inside the editor.
   • Place your cursor where data should appear.
   • Click Insert Smart Field and choose the field.
4. Fill values in the Smart Fields panel (or via a form):
   • Type values (e.g., ACME Ltd., 2025‑11‑01, EUR, €100,000).
   • Fields auto‑populate everywhere they are referenced in the document.

Tip: Use field formats (date/number/currency) to enforce consistency and reduce errors.

G. Add Metadata for tracking & reporting

1. Open the Metadata panel.
2. Click Add metadata and choose or create attributes (e.g., Category: Master Agreement, Business Unit: EMEA, Risk Level: Medium, Renewal: 24 months).
3. Click Save. These values are used for search, filters, and dashboards.

H. Insert Text Blocks

1. Open the Text Blocks panel.
2. Click Insert next to a clause (e.g., Confidentiality, Data Protection, Termination).
3. The text block is inserted at the cursor location in the document.
4. Edit as needed. (Your edits affect only this procedure, not the library version.)

Tip: Keep a curated library of pre‑approved blocks to speed up drafting and ensure compliance.

I. Add comments (collaboration & FAQ context)

1. Select text in the document where feedback is needed.
2. Click Add comment in the toolbar (or right‑click → Comment).
3. Type your note (e.g., Please confirm termination notice period).
4. Use @mention to notify teammates.
5. Resolve or reopen comments as decisions are made.

Best practice: Summarize recurring Q&A into your team’s FAQ. Keep answers short and link to the relevant clause.

J. Attach supporting files (two attachments)

1. Go to the Attachments (or Related Files) section.
2. Click Add attachment.
3. Upload the first file (e.g., Supplier Certificate.pdf).
4. Click Add attachment again to upload the second file (e.g., Pricing Appendix.xlsx).
5. Verify both attachments are listed and downloadable.

K. Prepare signature fields (for all signers)

1. Open the Fields or Signatures tool while editing the document.
2. Drag Signature, Full Name, Date, and any other required fields onto the pages.
3. Assign each field to the correct signer (Internal and External signers added earlier).
4. Click Save.

L. Finalize and send the procedure

1. Click Review & Send (or Send in the header).
2. Confirm the action order: External Review → Internal Sign → External Sign.
3. Preview emails/links to make sure recipients and permissions are correct.
4. Click Send. The procedure status changes from Draft to In Progress.

M. External review (receiver experience)

1. The external reviewer receives an email invitation.
2. They open the link, review, and either Accept or Request changes.
3. If changes are requested, you see comment threads and can update content (if still allowed) or Recall to replace a document version, then Resume.

N. Internal signature

1. After review is Accepted, the Internal Sign request is sent.
2. The internal signer opens the document, completes assigned fields, and Signs.

O. External signature

1. When internal signing is done, the External Sign request is sent.
2. The external signer completes assigned fields and Signs.

P. Completion and status

• If only review actions exist, the final status is Final.
• If sign actions are completed, the final status is Active.
• All actions and document versions are recorded in the Audit Trail.
• Fully executed files and a completion certificate are available for download.

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3. Best practices & tips

• Keep actions logical: Always place review before sign to avoid rework.
• Use Smart Fields everywhere you need the same data—update once, reflect everywhere.
• Standardize Text Blocks for risky clauses (e.g., liability caps, governing law) to speed up approvals.
• Metadata matters: Fill it consistently for robust reporting and renewal tracking.
• Attach evidence: Add certificates, SoWs, or insurance documents as attachments early.
• Version discipline: If you receive an edited draft, Import as new version in the same procedure to preserve history.
• Notifications: Set due dates and reminders on Review and Sign steps to keep momentum.
• Access control: Verify folder and field permissions before sending to avoid receiver access issues.

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4. FAQs & troubleshooting

❓ Do I need a paid plan for Word uploads?

Yes. Word Upload is available only on paid accounts. Free accounts don’t include it.

❓ What permissions do I need to build this procedure?

You need View & Edit permissions on Procedures, View permissions on Smart Fields & Text Blocks, and View permissions for the target folder.

❓ The reviewer didn’t get an email—what now?

Confirm the action is a Review (not Manual Review), check the receiver’s email spelling, and ask them to look in spam. Resend the invitation from the action menu if needed.

❓ My signer can’t see their signature fields.

Open the document’s field editor and confirm each field is assigned to the correct signer. Save, then resend the signing action if required.

❓ Can I change content after sending?

Content is locked after sending. If you must change it, use Recall, replace or remove documents, then Resume the workflow.

❓ What status should I expect at the end?

Procedures with only review actions end as Final. Procedures with completed sign actions end as Active.

❓ Where do I see what happened?

Open the Audit Trail on the procedure. It logs uploads, edits, comments, reviews, signatures, notifications, and recalls.

❓ Can I invite someone without a Contractuo account?

Yes. Add them as Guest Receivers for review or signature. They’ll access via a secure link.

❓ How do Text Blocks differ from Smart Fields?

Text Blocks are reusable paragraphs/clauses. Smart Fields are dynamic data placeholders that auto‑fill values across the document.

❓ PDFs aren’t editable—how do I handle changes?

You can add signature/date/name fields to PDFs, but the content is static. For editable content, upload Word or use a Template/Blank document.

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5. Appendix: Pre‑send checklist

You’ve now built a complete, auditable procedure—from first upload to final signatures.