Streamline your document signing process with automation in sales in NDAs

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welcome everyone welcome to the checkbox webinar on how to automate your NDA in under 20 minutes thank you for joining us really appreciate your time by way of introduction my name is Evan Wong and I am the co-founder and CEO at checkbox for those of you who have never heard of checkbox before I might start with a short introduction as to who we are and what we do so checkbox we're a technology company and we've built a platform that is the leading Automation and workflow platform using drag and drop and what this means is that we Empower business users without a technical background to be able to go and build their own automated and digitized tools this is to solve problems like document creation triage approval processes and even assessments as well and we're trusted globally by the best so we work with amazing Brands like Deloitte Allianz Telstra Coca-Cola and many more that you see here and we work across many different verticals many different functions and from organizations small to large now today's webinar is going to be focused on the NBA as a use case the checkbox is applied to much more than just NDA and a lot more to just legal but that's going to be our Focus for today and if you're not from the space this should still be relevant to you and we can chat afterwards about the other things that we are automating as well now a few housekeeping rules before we get into the content um there's a q a button somewhere on this webinar feel free to submit your questions at any point through that button there I'm not sure in the 30 minutes that we have today whether I'll be able to go through all the questions but I will get back to you by email after this webinar so feel free to submit them through the other thing is that there will be two polls being posted to you during this webinar and so please just fill in the polls what we'll do is we'll collate the results and send you the results via email I think there'll be some pretty interesting data points for benchmarking that you'd be interested in um so on that note maybe we can shoot off our very first poll I'm going to kind of get a gauge of uh who is in the audience here and roughly where you are along your automation Journey so if you could uh spend a few seconds just answering these questions that would be Fab all right and it seems like there is a big proportion of people here interested in the NDA as a use case as well as looking at what checkbox can do so that's great thank you for the interest and most of you actually most of you haven't started at all on your automation Journey which is um fascinating I think this will be a huge eye-opener for you in this webinar to see how quickly and how easily you can really actually start the journey all right and well done to to the one to the one participant on this on this webinar who uh who has said that they have high levels of automation I'm super curious to to chat with you afterwards brilliant um thank you for entertaining me let's let's move on so I want to now jump into um really understanding what uh why would we even start to think about automation why why even bother right and I want to have a look at kind of the challenges with the manual NDA process really quickly so a non-disclosure agreement um of course is something is a document you countersign with the party to share confidential information or sensitive information now this could be handled by say your legal team or the operations team in which case there's really two key problems here your lawyers or your operations team get paid way too much to really be dealing with NDA basic low risk requests right so they spend a lot of time kind of collating the templates responding to inquiries and actually producing and signing those documents it's not a good use of their time the second thing is that there is a long turnaround time for the business so if you as a business user is asking for legal for an MBA and you have to wait for them to actually get to your email or to your phone call and then once they get to that in the legal queue to actually go and you know do the task and return it to you that's not good for you either because you're slowing down the ability to do business and close deals on the flip side there are businesses who are perhaps already uh having the NDA self-served by the business users right it's handled by the business users maybe it's on the internet you download a template knock yourself out there's two problems here as well one is that business users aren't legally trained they don't understand policy all the way through and so you end up with a whole bunch of non-compliant mbas or non-compliant processes and the second thing is if it's completely self-served then there's a lack of visibility for legal as well which fundamentally is a risk function in the business and that's not too good all right so now that we kind of understand the background behind why it is useful to automate the NBA let's go and do it I promise that I would do it in under 20 minutes and we don't have all the time in the world today so let's jump straight into it all right so I'm in the checkbox platform at the moment okay there's quite a few apps here I'm not going to go through these today I'm going to we're going to build one from scratch so to really show you that I'm starting from the beginning I'm going to create a new app I'm going to call this um 6th of the fifth 20th uh uh let's say NBA webinar all right and let's just call this version one I'm going to create the app in checkbox now I'm going to jump into the studio now the studio is that drag and drop interface this this beautiful uh interface here there's modern interfaces how we actually build software without an IT background okay so as a business user I'm going to go and automate my NDA now of course no one starts from scratch you're not drafting the NBA we would have a template already so I've got a template prepared it looks kind of like this right so this is my template it's kind of like a checkbox MDA template you know and and with any great template of course you'd be familiar with the areas that are highlighted where you have this you know substitute for for specific uh party names or you may need to take out certain causes and input certain Clauses and so this is kind of my base template I'm going to go and automate this so really important to understand when we're automating what do we want to actually automate well I know that I want to automate say the counterparty's name all right now we're going to pretend that we're automating check boxes NDA all right but we don't know who the counterparty is we don't know what their unique entity number is or their ABN if you're if you're from Australia right we don't know what the purpose of the MBA is we don't know things like whether certain causes like Trade Secrets must be included as well and so we need to actually reverse engineer a lot of those kind of uh what we call variables into a questionnaire all right so this is what we're going to do I'm going to go back into the checkbox platform and we're going to start with the start screen so let's just give it something pretty basic let's just call this the um the NDA automation tool all right and I'll say something like use this tool to create your own MBA in under two minutes and we can say um from your friends at the legal team right and then we can also go and say uh you know we can actually format this or perhaps I want this to be a bit a bit larger for for people to be able to read a bit easier and I might say something like click Start to begin and I can go and format this however like it's brilliant that's a good start page and then what I'll do is I will now go and introduce a form I'm going to drag in a form and in this form I want to capture the information about the counterparty so maybe I'll go and call this the counterparty information and I'll go in and open up the formula you can see here there's all these different elements that I can introduce but I want to just capture those uh basic information that I that I made from the from the document so here one of the key things I'm going to capture is actually the counterparty label name I want to know their legal name I'm gonna bold it as well just so I can see it a bit better all right I'm going to give them a text feel to input their label name I'm going to repeat the same process at this time ask for the counterparty short name because we may not want to always refer to them by their full name it might be a very long company name and one more thing is the entity number so like the um so let's just call this the a uen the unique entity number okay and we call this the counter party uen right and give them a feel to input this as well now the really cool thing about checkbox is that whilst these are the questions that are shown to the user we also have a field that automatically creates what we call variables now variables is the way in which you can communicate between questions between documents it's the way you actually tie logic into the whole entire thing and really is the heart of Automation in checkbox we automate we actually automate the creation of these variables you can see that we pick up that it's a text field and this is the second variable I'm introduced in this system but I can actually go and rename it as well because I want this to actually map to my document see the the checkbox app and the document needs to talk to each other so you know here I've actually you know this can be whatever it wants it doesn't have to be counterparty full I've just decided to call it that but let's match that together so in the in the legal name let's go and make sure that our our variable name is counterparty four what that's going to tell the system to do is whatever the user puts into this field it's going to map it directly into the document here makes sense right very straightforward so I'm going to do the same thing with this field here I'm going to make sure that that's mapping correctly and with the uen as well I made a mistake this is the UN so let's make this video again and you can see actually it's picked up that um I've already I've already used this program if I zoom in on my screen here you can see it has validation to say Well it needs to be unique buddy um so let me just go and make sure that is correct so I'll go and change this to short name instead sure and this one I wanted is the uen one brilliant okay so this is all mapping now correctly to everything here excellent all right so now I've captured those key terms I want to also capture the purpose of the um of the actual engagement so what I can do here is introduce another form now I don't have to I can build everything on the one form but from a user experience point of view I kind of want to section out the questionnaire so here I'm going to have another form and I'm going to look at the purpose of the NDA here so I'm going to Jump Right In and here I'm going to again ask for the purpose now I'm going to show you something really cool here we can actually reuse the imports from the previous questions in future questions as well so what I'll do here is I'll say what is the express purpose between checkbox and now I want to specify the counterparty so what I can do is use this double curly braces here right and what that tells the system to do is actually to look at all the variables and if I go and type c now you can see the system actually suggests all of the variables in the system that match this particular description as I type more and more of course A lot of them start with counterparty at the moment but if I go and type S you can say you can see it filters down kind of like a Google Search right it kind of filters as you type right and I can actually you know as I as I type I can actually just go and order complete the rest of that variable so what is the express purpose between checkbox and it's going to fill in that kind of that kind of um that party name is going to come in really nicely there okay I can even format things so again I can make this you know different colors uh I can make this bold you know but it's going to say what is Express person's purpose between uh these parties now we can we can keep an open field we can um but if you wanted some level of degree of control and maybe we can see another element here in play maybe we can give them a drop down if we give them a drop down for the purpose oops so I just click that for no reason um if we give them a drop down we can perhaps give them fixed value so here we can say things like um maybe a purpose is potential business relationship um another drop down option could be provision of services and let's say another one is a significant transaction maybe something like a an m a merger and acquisition something like that right um and here I can just say other Okay now what's really cool is they can actually go and select the express purpose now of this MBA which we'll insert into the document but I've created an other field just in case we do need to provide some more granular detail in which case I can actually create another kind of uh uh kind of conditional question that pops up if this particular variable is selected if this other is selected right so if I call this let's call this um purpose um select right I can actually go and say that this this question here is uh please describe the purpose and I only want to see this question right this conditional flame I tip this conditional show it purpose select equals to other right does that make sense so if purpose select which is the drop down above is selected as other then show this question otherwise hide it away right and same thing with here if I'm going to create the space in which they can type that in I also want that same condition all right so purpose select is going to equal to other and when that happens these two Fields will show otherwise they will be hidden I'm going to rename this variable as well as purpose so that it all maps to the document right and that's pretty nice that's it now um what I want to do as well is one last thing we need to automate in this MBA because you know I could have made this MDA a lot more simple but I did want to show you that we can handle complexity at least to some extent there's a section here around Trade Secrets which only applies if there's Trade Secrets involved in the in the in the uh engagement so let's go and add one last question and we're pretty much there guys so let's add one more question let's say um let's go and add a question around um let's say will there be any Trade Secrets disclosed uh during this engagement all right we can uh we can also color the word Trade Secrets just stand out a bit and then we'll use a different we'll use a different kind of form element let's use a radio button this time and let's say let's just use yes or no nice and simple and we'll call this trade secret excellent awesome all right well all the questions are done now you might be sitting there and be wondering what is a trade secret well here's the thing in checkbox you can also add tips which allow you to provide definitions of things um of like definitions of uh terms like trade secret so let's go and say definition of trade secret and what this will do is we'll help the end user walk through the content now I've just um I'm just going to copy and paste and hey that's not what I want to copy paste I want to paste the definition of trade secrets so I don't have to type the whole one out this is just taken from Wikipedia all right there we go trade secrets are a type of intellectual property okay um and I can do the same as well by the way for things like uen that may not be clear so let's go and add a definition for un and we can say unique entity number such as your company registration number if you are an Australian Australian entity you can look up your ABN and what we can do is actually go and link the user to the ABN lookup in the Australian business register we can also build integration so it happens automatically for you by the way you don't have to link out the system can actually validate it within the experience itself now I'm mindful that I've been building a lot of things so far and you haven't seen how it looks like so before we go and load the document I'm going to hit preview and show you exactly what we've built so far so here you can see how does the end user will experience the app that you've built in the few minutes I think it's been I've lost track of time already but I'm thinking about less than 10 minutes so far we have now a start page we can click Start and you can see here counterparty information there are the three fields that we're capturing there's the definition of uen and you can see if I click onto here it takes me to Via the Australian business register which actually allows me to you know do the lookup if I need and if I go and type in let's make up a let's just say the XYZ company PTY LTD and we'll call them the XYZ code which make up the uem you say the next question beautiful right Express purpose what is the express purpose between checkbox and the XYZ company so you can see here how the previous input has come in and actually made this question a bit more personalized there's our definition of trade secret there are all of our different options there if I select potential business relationship nothing happens but if I go and select other you can see the additional field of please describe the purpose has come out right very cool so so far it's looking pretty good but we haven't loaded the document yet and that's going to be the last step so let's do that together and let's see the final result all right so we've got all of this in place now well best practice is you want to bring in something called a transcript the transcript is going to help the end user review all of the questions that they've answered and be able to actually make any amendments if there's any mistakes along the way that's automatic automatically done in checkbox for you all right we're then going to introduce a doc generation block that's how we're going to generate our document and in here I'm simply going to use a template all I have to do is actually upload the there it is the template that I had all right it's uploaded done um and I might just call this NDA so I'm going to downloads it's nice uh it's nice and uh named nicely sorry is what I'm trying to say it's named nicely and uh after that just because I'm super extra and we have a bit of time here I'm going to also add an email what we're going to do is after the document is generated I'm going to email a copy of it to the legal team because if this is self-serve I still want perhaps the legal team to have visibility of the ndas created in fact this could even cook into a document management system so it stores into something like a SharePoint folder or another document management provider now in this email I'm going to send it you can see you can send it to whoever you want here I'm going to send it to myself so I can show you guys and in the subject I might just say um NDA let's call it draft NDA created let's say attached actually uh let's say nda4 and actually what I want to do here is show you that we can actually go and say count sub party sure and what's going to be really really interesting here is it's going to go and dynamically create a subject heading that that is uh that is tailored as well to the situation all right here I'm just going to say hi there um please find attached to the MBA generated four and again we can just call it counterparty sure and we can just say regards uh the checked box legal team of course team we're going to attach the document as well we'll go and attach the NDA we might attach the responses as well just so they can review it and that's it I've built an automated email notification as well just like that because it's going to fire an email as soon as it passes this block here okay now the next thing I'm going to do is just allow the user to download the document okay so it says hey please review and download your document let's call this MBA to make it a bit more specific please review and download your MBA below we're going to select the NBA as a document that we're going to review and the reason why you have to select it is in checkbox you can build unlimited documents you're not you can actually have many multiple documents created from just the one um uh kind of workflow right but here we're building one document in the interest of time and then finally let's just end the process we end it with assessment complete you can customize the message yet again it's up to you all right I think guys we are pretty much done so let's do one final run through and have a look at the uh tool that we've built in about uh I don't know 12 minutes or so all right let's go and do it so I'm going to hit preview all right let's go through it so again let's just not be creative and just caught the XYZ uh company pitch light or TV I'm going to call this the XYZ code for short the uen is going to be yada yada and the express purpose let's go with other just so you can see how this can dynamically be inserted and and here for the purpose I'm going to go and say um let's say setting up a potential partnership arrangement I know that's the purpose potential punishment Arrangement and let's say there will be trade secrets to disclosed uh just to show you what's going to happen with the trade secrets all right brilliant I'm at the transcript you can see I can review all of my my questions my responses and the answers and I can go and submit it and when I go and submit it remember it's going to fire off that email to my inbox um but it's also going to allow me to download the actual NDA itself let's go and have a look at it it's just opening this the background one is a template so here we go this is generated out of checkbox have a look we've got the checkbox party name there and you can see it's filled in the XYZ company p12 today with the brand of uen I type in there's a short name you can see the purpose is concerning the engagement for setting up a potential partnership arrangement you can also see that and I remember I left it in yellow so we can see it very clearly the trade secret calls has been included or the definition has been been included right and it doesn't have to be highlighted and it's because the template had it highlighted you can also see the Footers have inserted the company XYZ company fits while today down at the bottom and if we keep going this is the whole document generated even with the signatory fields as well you can see the XYZ company and we and we have e-signature integration so you can actually send this from checkbox directly to something like or adobe sign then how incredible is that we've done it right we've built the actual uh the NBA in a virtual amount of time with conditional causing um without any sort of coding and the idea is that if I go back uh for a second this is pretty linear it doesn't have to be I mean I didn't have time to show you all the fancy things we can do but you can build you can build kind of branches and approval workflows to say that maybe if it's a significant transaction like an m a that it does go to the legal team for approval before it comes back and generates the document oh and one more thing of course I should show you the um the email that was fired off of course so let me just pull in my inbox without exposing all of my other emails okay and I'll just pull it in here and you can see here one minute ago I received from checkbox draft MDA for the XYZ company attached hi there please find the attach MBA generator before the XYZ company I can click in and access the actual checkbox uh kind of dashboard straight away but I also have here attached the documents themselves which I can review on the fly on my mobile as well and if we build in approval processes you can improve those processes on the mobile as well now the last thing I'll show you before I wrap up is that all of this is actually tracking dashboards so every single interaction that comes through a checkbox you can tailor and customize um to get an overall business insight as to what uh what the business is doing or what your clients may be doing via checkbox and here I've built a very basic dashboard for ndas where you can see I can track how many were declined how many were signed and how many were in progress yes we actually do track the signature process of these documents if you're using asynchron it's all live and you can see we can break down the ndas by division sales and marketing do the most I thought that kind of makes sense procurement product you can see the different kind of months as well in which they occur and you can get all sorts of list views as well with a complete breakdown of the data that you care about we can access previously generated documents as well as search for things that perhaps let's say only Joe Green worked on some searching for control green the table filters it through and clearly is from product excellent all right well in the few minutes that we have left um uh I would like to actually shoot you one last poll and as I mentioned the Q a um I will address after this um after this webinar so let me just shoot you one last poll and this poll is really going to kind of get a sense of really what are the blockets for automation at the moment what is the potential what are the block is that's great I can see a lot of people interested in approval workflows that is a very common use case of checkbox and other standard documents of course NDA is only a use case you can think text trial agreements mous letters of Engagement and it seems like one of the biggest blockers for automation at the moment tends to be lack of Senior Management buy-in perhaps you should invite them to our next webinar and of course budget constraints of course all right well I'm going to end the poll here but thank you for contributing your your uh your opinions we'll share all of that um and to wrap up in the last minute I just want to say thank you again thank you so much for your time it was a pleasure to share this half an hour with you this morning my contact details are right there on the screen so if you haven't reach out you can reach out directly to me I will respond to you um and get you all sorted out and answer any other last questions you may have and in terms of what's next actually by attending this webinar you are eligible to our free trial offer so checkbox actually has a free trial offer at the moment and we'll actually email you the details to get started with that it's a really really um core process where you can get a lot of in experience in building on the platform Hands-On and we also provide you some templates and customization guides as well to go with it we're also going to have another webinar coming up around automating intake and triage so keep an eye out on our LinkedIn page make sure you're following us and I'll see you at the next one thank you everyone it's been a pleasure thank you very much