This topic will walk you through how to use public workflows. This includes how to enable and use public workflows, share your agreement, and design your public workflow launch forms.
Public workflows enable you to create self-service, publicly hosted contracts that are triggered via a launch form.
What Will Your Counterparty See?
When your counterparty visits the public workflow’s URL, they see the launch form you have prepared.
Your counterparty populates the fields and makes any required selections. Certain selections could denote the need for approval. If your counterparty makes a selection that triggers an approval, they are not automatically redirected to accept the agreement. They are instead presented with a confirmation screen, and a note that someone will reach out with their agreement packet. If your counterparty’s selections do NOT trigger any necessary reviews or approvals, they are automatically redirected to accept a tailored agreement on that same screen.
- Enable Public Workflows
- Use Public Workflows
- Share Your Agreement
- Public Workflow Launch Form Design Best Practices
Enable Public Workflows
To access public workflows, you need to have access to Clickwrap for CLM, and connect your Ironclad CLM and Ironclad Clickwrap environments.
If you’re not sure if you purchased Clickwrap for CLM, reach out to email@example.com.
Use Public Workflows
- Click on the Workflow Designer tab, and then click New Workflow Configuration > Public.
- Upload your documents.
- Click the Settings icon located next to the workflow name in the top left corner.
- Under the Workflow Owner section, select a workflow owner. The workflow owner must be a paid Ironclad user. With public workflows, your counterparties are the ones launching the workflow so you need to assign the owner in Workflow Designer. This is the user that is notified when an agreement in the workflow requires approval or is rejected. If a counterparty declines or rejects the acceptance of the contract, the workflow owner is notified via email and can handle the next steps in Ironclad.
- Tag your document. Public workflow do not allow signature blocks. For that reason, you cannot add signer role tags to the document. If you add a signature tag to your document, your workflow errors.
- After you tag your document, continue to the Create tab. A blue banner allowing you to copy and share the public workflow is displayed at the top.
- Customize your launch form.
- Click the Review tab, and configure your approvers.
- Click the Sign tab. You can define whether the user who submits the launch form will be automatically redirected to the Click-to-Accept page (or the verification page if enabled). This is useful if the launch form submitter is expected to be the signer. This setting is only available for Click-to-Accept workflows that have no approvers. If you want to require signer verification:
- Select Require signer verification for signers located under the Acceptance request trigger section.
- Click the Signers tab located at the top of the page.
- In the Prompt to accept after launch dropdown, select the appropriate setting.
- Click Publish to publish your workflow configuration.
Share Your Agreement
After you publish your workflow, you can access the link for sharing in two places:
- Click on the Workflow Designer tab and locate the workflow configuration you want to share. Click the three stacked dots next to it, and then click Copy Launch Form URL.
- Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the Create tab. A blue banner is displayed at the top. Click Copy Link.
After you copy the link, you can:
- Share it with your teams.
- Link to it on your website or app.
- Link to it within an email.
Public Workflow Launch Form Design Best Practices
- Add help text to every question on your launch form. You can use help text to bring attention to conditional requirements, provide instructions, and more.
- This launch form is initiated by your counterparty. To avoid any confusion surrounding terminology, we recommend asking explicitly for the information you are trying to collect. For example, instead of asking for the “counterparty name”, clarify that you are looking for “their company name”.