Enhanced Contract Reminders (Beta)

• Send a weekly reminder to contract owners with all of their contracts that are expiring or renewing within the next 90 days
• Send a quarterly reminder to the legal team of all contracts that contain a risky obligation, such as an uncapped Limitation of Liability
• Send a quarterly reminder to the finance team of all vendor contracts over $100,000, executed in the last quarter
  
  

Create a Contract Reminder

1. Filter or search for the contracts you want to receive reminders for
   
   1. If you want to receive reminders for all expiring contracts in your Repository, skip this step. 
   2. Otherwise, filter or search for those contracts in Repository. You can create a reminder from a Saved view. In this example, create a reminder for all expiring contracts that belong to your Marketing organization by adding the Business Unit filter and filter for contracts where the Business Unit is “Marketing”.
      
2. Create a reminder 
   
   1. After you filter Repository for your desired subset of contracts, click Email reminder. 
      
   2. Every email reminder is associated with a Saved View. If you started the process from a Saved View, you will be directed to the Email Reminder modal.
   3. If you’re starting from a search, filter, or all contracts, you are prompted to create a Saved View associated with the reminder. In this example, name the new Saved View "Marketing Contracts."
      
3. Decide which users to send the reminder to
   1. Non-administrators can only create reminders for themselves. If you are not an Administrator, skip this step. 
   2. In the “To” field, add the reminder recipients. Reminders can be sent to: 
      1. Individual Ironclad users in your company: Choose any user in your company in the To dropdown. Their reminder will contain all of the contracts in the view.
      2. Groups in your company: Choose any group in your company in the “To” dropdown. Every user in that group will receive the reminder. Their reminder will contain all of the contracts in the view.
      3. User properties: Select any property of type “user” in the “To” dropdown. This will send a reminder to users who are set as the property value in any of the contracts in the view.
         1. Reminders sent to these users only contain the contracts they were associated with. For example, if the Workflow Owner property is added as a recipient, a user will receive an email reminder only if they are listed as a Workflow Owner on one of the contracts in the reminder, and the reminder will only contain those contracts they were the Workflow Owner of. During the beta program, only the “Workflow Owner” user property is available.
      4. Email properties: Select any property of type “email” in the To dropdown. This sends a reminder to emails who are set as the property value in any of the contracts in the view.
         1. Similar to user properties, reminders sent to these emails only contain the contracts the users were associated with. During the beta program, when selecting email properties as recipients, emails that are not associated with an Ironclad user will not receive an email.
            
             
            In this example, remind all of the owners of expiring marketing contracts that they have an upcoming expiration to review. Select Workflow Owner in the “To” field.
            
4. Customize the email body of the reminder 
   1. Customize the email body of the reminder to provide context to the recipients on what they are receiving and why.
      1. Default body: 
         
      2. Customized body: 
         
5. Decide when and how often the reminder will be sent 
   1. Open the Reminder Alert setting to configure when and how often to send reminders. In this example, configure the alert so that contract owners receive a weekly reminder of all of the Marketing contracts they own that are expiring within the next 90 days.
      
      1. You can change the reminder cadence to One time, Monthly, Quarterly, or Annually. You can also send the reminder on a set date or have it be relative to a date property. During the beta program, all reminders will be sent at 7am PT.
6. Choose which contract data to include in the email reminder 
   1. Open the Properties Added setting. Select up to five properties to display in the email. In this example, include Expiration Date, Counterparty Name, and Contract Value as the data to show with each contract. Sort the contracts in the email by Expiration Date.
      
      1. The email will look like this: 
         
7. Preview the email reminder and Create 
   1. Click Preview to send a sample reminder to your email. Once you are satisfied with the email reminder, click Create.
      1. Owners of expiring Marketing contracts will now receive a weekly email reminder. This will also create a new Saved View that is specifically associated with the reminder.
         
8. Edit existing reminders 
   1. Open the associated Saved View in Repository.
   2. Click View reminder next to the Search bar. This opens the reminder modal.
   3. Edit or delete the reminder. If you delete the associated Saved View, the reminder will also be deleted.