Add Severance Agreement Template eSign with airSlate SignNow

Add Severance Agreement Template eSign

so thank you all again for joining me today for this month's webinar on contract automation with Laserfiche my name is Laura proem I'm the Sales Director here at CDI and today's webinar will be recorded and available for viewing on our YouTube channel it will also go out as a follow up with some documentation following the webinar that you should receive tomorrow in case you want to transfer the information to anybody who wasn't able to attend today today's agenda will include reviewing the different contract stages different contract types laserfiche tools you can use tips and tricks and then we'll follow that all up with a live demo or two so if we look at the standard stages of contract management we'll note that most contract processes are pretty similar they start with the contract request whether it's a lawn mowing contract or a software and services purchase agreement they all start with some type of request this request can be initiated a number of different ways in Laserfiche whether you're using a template with workflow or laserfiche forms process the contract request is somehow initiated from there depending on the type of contract that's in play we'll pull together the contract template or details so if you consider your current process this step is probably pretty manual and time-consuming maybe you're using a word document that you push from one email to the next email to the next email or maybe you've got some documentation or header pages where you're passing it from one person's desk to the next person's desks this process can really require a lot of manual back-and-forth and it can be lengthy and time-consuming you can automate all of that within Laserfiche also don't forget about the extra steps if you're gonna onboard a new vendor collecting account details payment terms and getting a w9 for all of those new vendors as part of the contract process can be really timely well after you're done hustling and ensuring you've checked all of your boxes and you've got all of your approvals the next step is collecting signatures so you can collect in signatures both internally or externally depending on what your needs are we've got an integration that allows you to send documents out via DocuSign automatically or laserfiche allows the ability to do signatures internally so again it just depends on the legality requirements surrounding the particular contract type as well as what your team needs finally we close out the process with storing all the necessary details and documents within wherever you're storing them in this case we're going to show storing them in laserfiche and incorporating them into a records management process so again all of these steps as part of the contract management can be automated in Laserfiche with tools that you already have or with new tools that you could add to your system so let's take a look at a few contract examples a lot of times I think when we talk about contracts users get the impression that contracts are just for purchase agreements but depending on your organization and your department you probably have tons of different contract types also as we go through the demo today and the tools in Laserfiche think of some other ways that Laserfiche could be leveraged with approval processes and streamlining documents and pushing things back and forth you can really automate any process in your system some of the more common ones that we see in Laserfiche automated with Laserfiche are employment contracts so if you're in you know your work a district you need to employ renew the teacher contracts you could do employment contracts severance agreements anything having to do with HR so benefits enrollments things like that of course your vendor contracts purchase agreements or trade agreements so again depending on the organization that you're with you can automate any contract process and Laserfiche and these are just some examples well if knowing you can automate the entire process isn't enough here's a few more benefits for consideration you can create redundancy you can have and monitor checks throughout your automated process within Laserfiche to ensure that you've got all of the documentation that you need to ensure that people are managing their tasks in a timely manner so automation notification reminders are going out we can track whether or not you've received that pesky w9 or not and send you reminders or send the vendor reminders for that matter notifying them that they need to send that back to you if they want to be paid automating your contract process could save you hundreds to thousands of dollars every year with simple tools reminding you that the contract is going to expire prior to acceleration date so you don't incur reinstatement piece not to mention you can also save money on contracts being simultaneously reviewed by multiple staff members so again going back to that instance of going from one desk to the next to the next you can blast out a simultaneous reminder to multiple team members to review their version or their instance of the contract at the same time so that way you don't have to go from one desk to the next to the next except for when you need a copy breaking so let's jump into the different tools so we're gonna start with laserfiche forms so if you're not familiar with Laserfiche forms Laserfiche forms is one of the hottest features right now at least in my opinion Barmes is a web-based component that allows you to collect data and leverage it within your Laserfiche system Laserfiche forms is available to you as long as you've got workflow on your system and you're on version 10.2 point 1 or higher the latest version of Laserfiche currently is 10.4 with this included version of forms it allows you the ability to collect information run calculations and track history laserfiche forms comes in two separate versions forms essentials which is the version included and forms professional which is an additional add-on you can build your contract process with either version of forms depending on what your needs are so it's not a requirement that you have forms professional but you do get additional functionality with the feature with the added version of forms forms professionals it allows you to do all of the same great things that forms essentials does plus it allows you to pull information from outside databases so for example if you're completing a contract for a new client you can pull in address or contact details from your CRM to help you populate the form and contract another example would be if you were a city contracting maybe with a new surveyor to firm you would have the ability to pull data in from your GIS system to help you populate the contract so that's one of the main differences between the two is that you have the ability to grab information from outside databases forms also makes task management and assignment a breeze for everybody involved if you're in a role that requires multiple contract approvals on a regular basis you can have them all centralized in Laserfiche in a nice friendly task box which we'll take a look at and to top it all off you can run reports and build dashboard like views within forms to easily yes and retrieve and review your data which again we'll take a look at as part of the live demo afterwards now let's talk about workflow workflow is the engine that is always running in the background making your life easier workflow like forms gives you the ability to automate the flow of electronic documents in your repository from person to person folder to folder and leaves a little trail of updates along the way workflow can manage and do most any of the same automation that the forms component offers thus reiterating that there are many options to configure your contract process depending on your needs and your existing tools workflow can also push and pull information into and from external databases you can leverage workflow to populate fields in your existing fillable Word or PDF documents for example internally here at City's digital we use workflow and forms to query our CRM our contract relationship management tool to grab prospective client information such as main contact address details and then from there it automatically pushes that information into our standardized purchase agreement and out to the client for signature via DocuSign all just with a click of a few buttons workflow can also do more advanced calculations over forms so workflow can pretty much manage and handle any equation that you've got so an example of using equations would be for your contracts some contracts you want to receive a notification for within so many months prior to the expiration date so as you're entering your contract process within Laserfiche you have the ability to have leveraged the system to calculate those notification emails notification reminders and contract expiration dates all automatically just from a few selection while you're filling out the form workflow can be purchased as an add-on to legacy United systems but it is included with Laserfiche Avante regio subscription and cloud platforms so majority of you if you've already got Laserfiche chances are you have worked well otherwise you could add it to the system now we'll scope out laserfiche mobile so if you have a system configuration containing web access which is just the ability to access Laserfiche through a web browser versus the desktop application you also have the ability to take advantage of Laserfiche mobile if you don't have it configured or you're not sure if you have it please don't hesitate to reach out to the CDI team and we'll help you get the existing licensing installed or get you pricing to add the component Laserfiche Mobile is great for anyone on the go like a majority of people on the planet you you probably carry your phone with you everywhere I know I do well the mobile app allows you to stay connected you can view contracts in your leisure fee system update approved sign all from your mobile device on the go another great thing about the mobile app is that if you're out and about and for some reason you don't have an internet connection you can preemptively download contracts for offline review on your phone and then once you make changes your updates and you connect back up with the internet or you get back into an Internet connectivity area it can automatically push those changes to laserfiche for you so you can still do offline editing on your mobile device it works with iOS Android Windows phones and tablets so we've gone to some different tools available to help you automate your process now let's look at some of the fun tips and time-saving tricks so within this particular view we're looking at it's your typical folder structure however you may note that some of these folders are different colors well when configuring template information in Laserfiche you have the ability to change the color of a document or folder based on the template selected so if you were to store all of your contracts in one folder for every department across your organization you could use the colors to differentiate what which contract belongs to which department this again works on folders and documents and is based on the way you configure your templates this is basic functionality that your system will currently or should currently have access to and you can pick the colors that you want - it doesn't have to be lime green and pink you've got multiple color options well maybe as part of your contract process you want to be able to provide access to contract access to the contracts to staff members that may not have their own user license you can do this by leveraging an add-on component called web link also known as the public portal this tool provides users read-only access to those vital contract records that they may need to reference in addition to that you can use the public portal for external access - so if you had multiple contracts with a specific vendor and they were always requesting you know different versions of the contract or they needed a version from previous years so they could populate the new contract whatever it may be you could provide them a password protected read-only access to their folder in your Laserfiche repository so you can set specific configurations on what they can and cannot see within your system and then they only have read-only access so they can't change the name of the document they can't move it around they can only open it up and look at it so I've mentioned templates and metadata a few times and depending on how you configure your process in Laserfiche you'll likely leverage some level of metadata metadata if you're not super familiar is just additional information associated with a document that allows us to easily search and route the files in your laserfiche system the more metadata you use on your document the more reporting tracking abilities you have with your process also remember the workflow engine or details collected in forms can help you Auto populate these fields so it's not something that needs to be manually populated every time you can configure your metadata with live drop downs from your external databases you can do drop downs you know drop-down lists you can set specific configuration on the way that your fields are formatted there's a lot of functionality available in the template process to help you streamline the way that your contracts are automated so earlier I talked about forms essentials and forms professional you can also use an add-on component called forms portal to help you easily collect information from outside parties as part of your process so you could configure a new vendor questionnaire that automatically sends out to any new vendor this questionnaire could require your vendor to supply you with specific details that you need for the contract process so again this is something that you could make publicly facing with the forms portal so your vendor just gets a link that they fill out they submit all their contract vendor information maybe they upload a copy of that w9 and then from there that can get incepted into your system and then kick the process off for contract renewal or reminders or whatever your contract process is specifically so we talked about workflow doing neat things like equation calculation and pulling information in from other applications well it can also do simple things like adding the word active to a contract name to help you identify what its statuses so the workflow engine is very robust you can pretty much manipulate it to do whatever you want so again depending on how you have your contracts process configured if you're looking at a whole list of contracts in one folder you can add the word active as part of your process or document name so that the workflow knows what to do or you can easily identify whether it's an active contract or an inactive contract so that's just a simple simple tip or trick there workflow can be configured to send out emails at any step in your process maybe you like the idea of the task box that forum offers but you don't want to have to monitor it all day and see if you have any tasks or not well the system can be configured to send you automatic email notifications or reminders or escalations that you have a new task or that a task hasn't been approved within a specific time frame so the likelihood of missing another task or contract approval is virtually impossible another neat feature of Laserfiche is the ability to use tokens tokens allow us to automatically rename a contract based on its status or type or metadata and tokens are used when we populate those expiration date reminders so tokens have a lot of power in the system too which I think are can be and are highly underused so every time you add a new document in you could have a workflow pick it up extract the metadata fields then leverage the tokens in the metadata to auto rename your document or file it away so tokens can be a very valuable tool within the system I here pretty much every time we talk about contract management teams ask about multiple or simultaneous approvals you can set and configure the Laserfiche process to do as many approvals in whatever order to as many people as you want you can set it up so that each contract process is different depending on the contract type or depending on who's involved it's all completely configurable so if you've got one standard contract for this department and one standard contract for this department you can configure those processes completely differently within Laserfiche to achieve whatever results you need as part of that process so if you needed your contract to be approved by four specific department heads at one time and then once they've gone through their approval it goes to the president for final approval you can configure that if you want to selectively choose who the contract goes to next you can do that to the contract that's flowing through your system can be a word document that you have version control applied to there's so many ways to configure the process so if you're not sure where to start or it seems like there's there's just too much to be thought of Laserfiche actually has a really great ebook it's called the ultimate guide to contract management this guide will be available to you in the webinar follow-up for reference and from there you can download it and get some ideas on where to start with this process and if that seems still pretty daunting you can always leverage the CDI team to help you outline your process and make suggestions on the best way to automate it within your system with the tools that you already have or taking some new tools into consideration whatever your needs are we can help you accomplish your goals so here's just a quick screenshot of what a conditional parallel looks like in the system so this is a workflow activity that allows you to route the contract to multiple people at once so the contract is flowing or the cattle contract is flowing through the workflow it goes to the conditional parallel and then again depending on the document type or who you selected to go to or what department it's coming from you can have conditional parallels to have the document route to different people or groups based on those different types these next two slides just outline again that you can leverage the system to do Auto calculations and set things like those contract expiration notifications but also the contract expiration date so not only do you want those pre notifications but you want to know the expiration date so you can just leverage the system to do that this slide is showing that we've selected to get a notification three months in advance so this again whatever increment you want to receive your notifications act you can configure that in the system so no more outstanding contracts for you here's the last tip we have so if you opt to use the Laserfiche forms tool as your process Automator of choice with your contract process you have the ability to create landing pages landing pages allow you to have an easy thumbnail view of all the forms processes that you want accessible to you at your fingertips this is something that can be configured and pushed out to users on a one by one basis or to a group of people so again they have their contract submissions available right there at their fingertips so now we are going to jump into a lab demo I have to demo processes that we'll be looking at today are being initiated by the kickoff of a forum a laser peace forum the first process will start with onboarding a new vendor and submitting the contract for approval from there we'll take a look at what's automatically created and populated and stored in laserfiche the second process will be using a form that queries our CRM database to grab specific contract details this will process and push that information into a fillable form and out to DocuSign for signature automatically so let's get started so here this probably looks pretty familiar we just saw that landing page as part of the PowerPoint so you can selectively choose whichever step or form process you want to complete so we're gonna go ahead and get started with a new submission this submission can be used for either new or existing vendors so I just want to highlight something here so if I select the radio button new vendor we can see we've got new vendor contract information and contract upload but if I select existing vendor you can see here up at the top our tabs have changed so this is one of those really neat features that forms offers and it has the ability to be dynamic so based on the selection that you are making in the form the form and the rest of the information collected dynamically changes with you so you don't have to configure ten different contract forms you could potentially have one and have it be dynamic based on your needs so we're gonna do a new vendor for oh it's gonna think about this um will do CDI today the main contact will be Laura Pro m-myself email so here this form could either be publicly facing potentially or it could be something that is kicked off your team internally as part of your your request initiation so all of the fields here the format the colors all of this is customizable you can add your own logo you can add pictures whatever information you want to collect is customizable in this so CDI we're going to contract with them for some professional services for building our contract process I I had done Dunkin Donuts earlier but I I can't do that again because it's already in the system but we'll do this very logical logical example here so I as you see here as I'm filling out the form I've got a drop-down list for my departments I'll select this is for the administration department actually we're going to go with sales sales need some professional service project we need to update some of our processes this is going to be a renewable contract so we're going to start today or whatever day you want to start and it's going to be for a term of one year so from here you have the ability to upload a copy of your existing contract or if you're getting a contract from your vendor you can upload a copy of their contract so again depending on what your process is and what your needs are you can incorporate your own standardized contract or filled out a process for incorporating your vendors contracts so once we've got our documentation attached we've got the contract as well as the Supplemental documents I'm just gonna go ahead and submit the form so once I submit the form that means I need somebody to approve it to make sure that this is something that is is legit something we can move forward with as a company so at that point once the document gets pushed to the appropriate person as part of the process again they could get an email notification saying they've got a new task that they need to attend to they click the link and then it brings them to their task otherwise if they are managing a forms inbox they have the ability to click on the task in their inbox so here we're going to take a look at the form and contract submission we have the ability to add comments select and view all of the different tabs you can even make some of this information read-only so that depending on what stage you're at if there's only certain fields that a user or an approver should provide you can make these read-only or editable so again depending on what your needs are so everything looks good and I am going to approve this but first I want to mention the action history here on the right-hand side so if you've got a forms process you have the ability to view the action history so if I were to reject this and then it would go through the approval rejection approval rejection process multiple times you would see all of those steps here in the action history and then as items change or comments are added you'd be able to see those really easily here in the action history so you've got a complete view of what's going on and what has happened with this particular submission so I'm going to approve this and now we've got this contract that's been approved it's going to get stored auto our system is going to create a standardized folder structure for us and apply all the metadata so let's pop over into our repository and look at that so here I am actually logged in as our contract manager so I have only the ability to see my contract folders so if I look in here I'm going to go into contracts I can see that we've got a new folder here for CDI created at 1:31 central time we can also see here that these folders are gray the other folders are yellow and that's based again on the metadata template that was selected as part of our process so here if we've got a vendor folder based on the information that was collected in that form it prefilled the vendor template information for us automatically Auto applied it to our folder and created the folder for us if we navigate through and open the CDI vendor folder we can see that we've got a contract here for professional services the information again that was collected in that laserfiche form pushed to a sequel database Auto populating a contract or vendor contract number for us so if you leverage that type of functionality as part of your system you would have these ability to leverage that database to create that number for you automatically so then we can see here the documents in our contract folder are yet a different color so again that's based on the template information that was applied to those documents so if we take a look at those we've got a contract template called contract documents and again all the information was pre-populated for us this here could be a drop-down list of any of your current vendors so if you were adding new documents into the system you could simply drag and drop the the incoming documents into an incoming scans folder and then use the dropdowns to populate the metadata information also will note here that this was the start date that we selected in that forms process but it automatically calculated this expiration date so I had selected today as the start date one year from now that's when it calculated our expiration date and then we can see here as well this document is the contract that we uploaded all the metadata this was the Supplemental attachment file that I had uploaded into that form and then we also have the actual form submission with the action history so we can see here that comment note that I've put in pushes through to the document or contract submission form that goes into Laserfiche so it just looks like the form did online this is what a document looks like without any customizations when it comes from forms but if you have this template a document set up in a particular format currently the information that's collected throughout the form filling out it can be pushed into your own standardized document type so it looks like what you're familiar with so then from here if you needed to collect signatures you could just simply click on the document and route it for DocuSign signature with a toolbar button we are integrated with DocuSign or sine X and these integrations allow you to either on a one-off basis select a document in your repository click a toolbar button and send it off for signature otherwise you can incorporate it as part of a workflow so let's take a look at the second demo as part of this webinar today so again this particular scenario is going to kick off with a form so we can select our submitter which is just a drop-down list of our employees when I select myself I'm going to select city's digital Texas as our prospect so this drop-down list again can be a list that's getting dynamically pulled from some other database whether it's GIS or an accounting system or your CRM it can be populated and be a live list and I'm an ascended the to myself so I've got these four fields in memory of information and then within my CRM I've got my specific details on what my address is what my email address is what my company name is all of that so once I submit this I'm gonna get an email in my Outlook which I will pull over all right so here I've got my email so this is what your end user would see if you are integrated with DocuSign a lot of what your what not a lot but what you see down here in the email body this information is customizable so you'd have the ability to change what the message is as part of this process but essentially your end user will get an email notification saying you've got a contract to sign doc you sign makes it really easy for them they just simply click review document that's going to bring them to DocuSign you can click continue you can require your users create a doc you sign sign in so that it's part 11 compliant so that they get a username and password have to create an account not a count they have to pay for but essentially an account verifying who they are or just a simple password so that they can continue on filling out this process so you can add some additional security into this process as well so it's not just a simple email that goes out maybe you send them the email and they have to put in a code and then they fill it out so if we look here at the document we can see we've got some fillable fields this information was queried from our CRM automatically I didn't type in any of that it already existed and we pulled it in if I were to make changes to the way that this information looks these changes can be automatically pushed into my CRM to update the details so using the example of an employment contract let's say one of your staff members recently moved we'll stick with the addresses so they recently moved since their last employment contract they have the ability to update that address information in this fillable document as part of your process and then once they've signed off on their new employment agreement that pushes into your HR is or whatever database you've got and updates their information we're just going to continue on all this information is correct looks great it prefilled my email address for me all of my all my details and then I just clicked to sign you have the ability to adopt a selected style of a signature or you can draw it so if you're using a mobile device you can draw it now we're going to finish it so once the signature has been completed we have the ability to pull that signed document automatically in to your Laserfiche system so your end user will get an email saying here download a copy of your document if you want and then that signed contract will go into your repository so now here we're looking at the web access view of Laserfiche so it looks a little bit different than that desktop client we were just looking at but this is the web version so if I go in here to my signed contracts don't let me log in here I'm going to go into our vendor folder 2019 and I can sort by creation date and I can see here hope it's still working on pulling in all the information but here is my newly signed document 141 p.m. on 425 I do another refresh we should be able to pull it up and take a look you so here we go we've got all of our filled metadata information populated we can see that our street on the document had been updated if we scroll to the signature page which should calculate it I think it's on page four we can see our signature here and all of that was done by filling in a couple fields on a form process so another way to do that instead of filling out a couple fields on a form process you can build a business process in your Laserfiche system a business process is simply an on-demand workflow so workflow historically had gets kicked off by the change on a document or an incoming document or is kicked off by something that happens to the documents or the metadata in your in your system a business process allows you to selectively choose wanting to kick off a process at any time so you could kick off a business process type in a couple metadata fields and then that kicks off all of what we just saw so you can use forms or you can use workflow you've got you've got options so now I am going to open it up or any questions if you have any questions please go ahead and type it into the webinar chat box and then I'm going to go through those now can I forward this session after it's done to my contract person to watch yes you can this as long as you've registered for the webinar which everybody on here has an email we'll go out tomorrow with the link to the recording as well as that document that I had mentioned I assume the contract can be in Word not TIFF that is correct the examples that I showed today we're just leveraging PDF or already completed documents but as part of your contract process if you collaborate on a Word document from person to person you can incorporate that as your process as well and if you're not familiar Laserfiche has versioning so you can apply versioning to that contract so that you can easily see what changes were made at any time to the document laserfiche now offers the ability to do simultaneous Col authoring on a document as well so as long as you've got the appropriate configuration for that you'd have the ability to do simultaneously co-authoring to are we able to set up our own custom contract numbering scheme yeah you bet so if you've got some standardized process or practice that you leverage now we can index it we can definitely incorporate that into the Laserfiche system - like I said workflow is very extensive and you can really manipulate it to do whatever you need and if you're not sure how to do it you can always ask our team and we'll help is DocuSign the only e-signature service that laserfiche works with or does it also work with adobe sign so if you are leveraging adobe sign in your system you can you can continue to use that as part of your process but it is not integrated with laserfiche where is that it's part of your workflow process so once the contract has gone through its approval process it can't kick off and send it via adobe sign automatically to the customer but now that I say that out loud you can't because if you've got that functionality on your system you send it out you would have to configure it but then you could leverage workflow to send an email to your end user and then they could sign it but the configuration of where to sign or have the signature box be placed with Adobe that's that's not a integrated process within Laserfiche hopefully that makes sense can you discuss the CRM you referenced so city's digital actually has a few different CRM integrations that are available with workflow activities right out of the box so in my particular scenario though I didn't show it because it's with my live CRM and you know we've got live live data in there we internally use Microsoft Dynamics CRM so you can also get the same type of functionality with Selene tikka with Tamarack with there are many others we've got integrations with juncture Salesforce so redtail so you've got a lot of ability for CRM integration what all is required to do everything you have demoed today we're on a united system with some modules and the free forms that came with workflow so today with the processes that I showed you can pretty much automate of what I did - the drop downs in forms that are pulling from a database so if I pull that up again quick so if my existing vendor drop-down list was getting pulled from maybe a CRM or some other application this is not functionality that you would be able to incorporate but you could build out a drop-down list in your forms process but every time you add a new vendor you would have to go into the forms process and add that vendor to your list so you could get the same type of functionality but there are just minor workarounds depending on what you need so as long as you've got workflow and forms essentials you can do all of what we did today I might have missed it but is the template document pulling from a Laserfiche repository or a local network folder it depends on how you want to configure it in our particular scenario it is pulling from laserfiche so you can have a pull from laserfiche or you can have a pull from an outside database so it just depends on on what you want with versioning it can some contract templates have auto numbering and some have manually entered numbers you bet you bet really any type of configuration or order you want to your process you can automate with Laserfiche and all of the tools that it offers what difference is would I encounter using cities digital hosted servers essentially there would be no difference aside from your team not having to maintain the headache of managing your own server but essentially Laserfiche works in the same way whether it's in a hosted environment or whether it's on-premise so there would be no change in that way and that a good point laserfiche or city's digital does offer hosting services so if you've got a an older server maybe it's Windows 2008 which I recently learned is going to be discontinued on support coming January of 2020 so instead of purchasing a new replacement server you could always reach out to the city's digital team and we can get you some pricing and options for hosting all of your data and processes in our environment versus your own all right so it looks like the questions have kind of trickled down so we'll just finish up here so next month we will be doing a webinar on Laserfiche licensing so I'm gonna do an introduction to the new licensing types that maybe you haven't been exposed to a review of existing add-on components that you might be missing from your system we'll be talking about subscription versus perpetual licensing and what might be best for you so you can register for it now by going to WWE di support and then it's May 23rd at 1:00 p.m. Central Time so I appreciate everybody's time here today if you have any additional questions please don't hesitate to reach out to the city's digital team we are here to help and thanks so much