How do I send an agreement for review and signature?

Once you are ready to send your agreement, either click Ready to Send at the end of the Create/Edit screens or Send in the upper left navigation bar.  Then:

Select Agreement 

On the Send screen, select the agreement you want to send.  Note: If you’ve sent the agreement before, you will be asked if you want to:

• Send the existing agreement to a new recipient (which will replace what you sent before) 
• Or send a new agreement to another person (which will create a cloned agreement with a revised agreement name and send it to a new person).

Other Party & Recipient  

Next, let us know who we are sending it to by entering

• Name of the Other Party: The full name of the other party to the agreement.  If you don’t know their exact name (i.e., XYZ Inc. or XYZ LLC), they will be able to correct (which you’ll be notified of). They will also input their notice address so you don’t have to. 
• Recipient’s Name: The person that will review and/or sign for them.  If you are not sure that they will be the signer, they will be able to forward it to their correct review/signer (and, if they do so via our Forward function, you will be notified).  
• Recipient’s Email: The email to whom you are sending it. 

Your Signatory

After you’ve input the recipient’s info:

• Select whether you or someone else in your organization will be the person signing for your side.  
• By default, you are set to be the signer.  To identify a different signer for your side:
  • Click the drop down and “Other Name” 
  • Enter their full name, title, and email.  
• After the other side signs, this person will receive the agreement to review and sign for your side.

Review Agreement

Before sending it,  you can review it by clicking “Review Agreement”.

Send 

If it's good to go click “Send”. You can then send another or go to your Dashboard, where you’ll see your agreement in Sent status.

If you’re not ready to send it yet, you can click the “X” to close that agreement (or click any other button).  Your draft will be saved. You can then either come back to: 

• Edit it (see Editing Your Agreement below). 
• Send it (by clicking Send and picking that agreement to send it).

Your recipient will receive an email notification with a link to access the agreement. The email explains that you sent it, provides the parties’ names, and asks them to review and sign. If the email was undeliverable due to an incorrect email, we will notify you via email.  

The recipient can then •either click to Review & Sign or on the button to Forward it to another person to review and/sign. By clicking Review & Sign, they can open the document, make comments, and proceed to sign the agreement directly within the Virtual Terms platform. You'll be notified when the recipient has sent comments or signed.

Forwarding the agreement 

If your recipient wants another person to review or sign the agreement, the recipient can forward the agreement directly from the email sent them by clicking the Forward button. If the recipient clicks Forward: 

• They must input the company name, individual name, and email of the person to whom they are forwarding it.  
• We will send a similar email to the forwardee explaining who originally sent it and who is forwarding it.  
• Your Dashboard will also have a small (i) button by that agreement.  By clicking it, you will see if and to whom it was forwarded.

Tracking agreement status and progress

Keeping track of your agreement's progress is essential for staying organized and ensuring a smooth workflow. Virtual Terms provides a clear overview of your agreement's status, allowing you to monitor its progress from draft to signature.

On your main dashboard, you'll see a list of all your agreements, along with their current status. Agreements will be labeled as "Draft," “Sent”, “Needs Response” (you’ve received comments on it), “Sign Now” (it’s your side’s turn to sign), or “Signed” (both parties have signed),  depending on their stage in the process.

Commenting on the agreement

Effective collaboration often involves feedback. Virtual Terms allows your recipient to send you comments from the platform.  

After clicking Review & Sign to begin reviewing the agreement, they can send you comments by clicking the Comment button,  adding their comments in the text box, and clicking send.  Once they send comments: 

• We will send you an email notifying you of the comments. 
• Your Dashboard link will have a red notification dot. 
• The agreement on your Dashboard will show: 
  • “Needs Response” status flag, and 
  • Comment bubble icon, which you can click on it to review the comment

Making changes to an in-progress agreement

Agreements can require changes throughout the drafting and negotiation process. Virtual Terms allows you to make changes to your agreement along the way, ensuring flexibility and adaptability.

If you need to modify a draft or your agreement after it's been sent for review, there are two ways to edit it. 

From Your Dashboard

On your Dashboard, click the Edit or the Copy & Edit icon:

• Edit:  Use this if you want to make edits and overwrite the prior version.  
• Copy & Edit:  Use this if you want to base a new agreement off of a pre-existing agreement, but preserve the original. You will need to give the new agreement a new name. 

Please note: You will not be able to Copy & Edit or Edit an agreement that has already been signed by either party. Instead, use the Create/Edit function outlined below.

Using the Create/Edit Button  

Or to clone or edit an agreement: 

• First, click the Create/Edit button in the top left navigation. 
• Then, select “Use an existing agreement as starting point” and “Continue”. 
• Next, select the agreement by clicking the radial button. 
• To help find the right one:
  • Filter by Agreement Type and/or Status at the top. 
  • Click the Preview icon to check if it's the right one.  
• After selecting the right one, scroll to the bottom and select either:
  • Edit: Use this if you want to make edits and overwrite the prior version.  
  • Clone It: Use this if you want to base a new agreement off of a pre-existing agreement, but preserve the original.  
  • Note: You can’t Edit an agreement that has already been signed by either party (but you can Clone it and edit it from there). 
• To edit it, simply modify the existing key terms (like when creating a new agreement).

Copying one agreement form to make a new agreement

If you want to use a prior agreement as the starting point for a new agreement (i.e., clone it), there are two ways to do it.  

From Your Dashboard 

On your Dashboard, click:

• Copy & Edit.  Use this if you want to base a new agreement off of a pre-existing agreement, but preserve the original. You will need to give the new agreement a new name. 
• Note: Don’t use Edit.  This will make edits and overwrite the prior version.  

Please note: You will not be able to Copy & Edit an agreement that has already been signed by either party. Instead, use the Create/Edit function outlined below.

• Using the Create/Edit Button.  Or to clone an agreement: 
  • First, click the Create/Edit button in the top left navigation. 
  • Then, select “Use an existing agreement as starting point” and “Continue”. 
  • Next, select the agreement by clicking the radial button. 
  • To help find the right one:
    • Filter by Agreement Type and/or Status at the top. 
    • Click the Preview icon to check if it's the right one.  
  • After selecting the right one, scroll to the bottom and select:
    • Clone It.  Use this if you want to base a new agreement off of a pre-existing agreement, but preserve the original.  
      • Note: Don’t use Edit - it will make edits and overwrite the prior version.  
  • To edit it, simply modify the existing key terms (like when creating a new agreement).