Electronic contract

It is available in a Classic/VPC environment.

WORKBOX Electronic contract is a service that enables you to quickly and easily request electronic signatures using files in WORKBOX. You can easily start electronic contracts from Office files, HWP files, and PNG files in WORKBOX. Since it automatically saves copies of signed contract documents, you can manage electronic contract documents in the WORKBOX space without having to use other services.

If you use it with the Online editing feature, you can create files that need signatures in WORKBOX and request electronic signatures directly, improving your work efficiency.

Manage Electronic contract

To manage the Electronic contract service, click the Electronic contract service card from the Additional services menu.
The management buttons provided for each service request status are as follows.

Manage Electronic contract permissions

You can grant Electronic contract permissions to members that will use Electronic contract.
Electronic contract permissions are categorized as follows.

• Electronic contract admin: They can use electronic contracts and check the usage status, etc.
  • Available menus: Manage electronic contract, Manage forms, Manage usage
    • Manage usage: Detailed settings related to Electronic contract is available and the status of granted Electronic contract permissions can be viewed.
    • Includes Electronic contract user permission
  • They can view the entire electronic contract information within the company regardless of the requestor.
• Electronic contract user: They can start electronic contracts or manage forms.
  • Available menus: Manage electronic contract, Manage forms
  • They can only view the information and change the contract information (cancel, change expiration date, etc.) of electronic contracts they requested.

The WORKBOX system admin can grant Electronic contract permissions to members that will use Electronic contract, and the following describes how to do it.

1. Click the Additional services > Electronic contract menu.
2. Click the [Manage usage] tab menu.
3. Click [Set permissions]. It directs you to Service preferences > Manage members/groups > Manage permissions.
4. From the list of permissions, click Electronic contract admin or Electronic contract user.
5. Click the [Edit authorized members] button.
6. Search for members you want to add, select them, and then click the [+] button to add them.
7. Click the [Complete] button.

Manage electronic contract

You can view the progress of all electronic contracts within the company. Depending on the status, you can view electronic contracts, cancel contracts, modify expiration date, etc., or download information related to electronic contracts.

Search electronic contract

The electronic contract list is laid out as follows.

Start electronic contract

The following describes how to start an electronic contract.

1. Click the Additional services > Electronic contract menu.
2. Click the [Manage electronic contract] tab menu.
3. Click [Start contract].
4. Select the file for which you want to request electronic signature from a shared folder or a personal folder.
5. Check the selected file, enter the contract name, etc., and then click Next.
6. Set the participant information including contract participant information, contract expiration date, authentication method, etc.
7. From the selected file, specify the signature input fields such as signature, stamp, text, and date by participant at the desired location.
8. Check the participant information and specified contract conditions, and then click the Send contract button.
9. You can view contracts in progress from the electronic contract list under the [Manage electronic contract] tab.

Cancel electronic contract

The following describes how to cancel an electronic contract.

1. Select the electronic contract to cancel.
2. From the details page of the electronic contract, click the [Cancel contract] button.
3. Enter the contract cancellation reason to be delivered to signature participants, and then click the [Cancel contract] button.

Extend expiration date

You can encourage participation in electronic signature by extending the expiration date until which signature participation is available for each signature participant. The following describes how to extend the expiration date.

1. Select the electronic contract currently in progress.
2. From the details page of the electronic contract, click the [Extend expiration date] button to the right of the signature participant.
3. Enter the extension period from the current date, and then click the [Save] button.

Manage forms

You can specify frequently used electronic contract documents as forms to work efficiently. All electronic contract forms within the company are shared and can be used by everyone.

Search form

The form list is laid out as follows.

Create form

The following describes how to create a form.

1. Click the Additional services > Electronic contract menu.
2. Click the [Manage forms] tab menu.
3. Click [Create form].
4. Select the file you want to create as a form from a shared folder or a personal folder.
5. Check the selected file, and then select "Shared folder" from the form folder.
6. Define advance self-signature, contract participant roles, etc., and from the selected file, specify the signature input fields such as signature, stamp, text, and date by participant at the desired location.
7. Check the participant information and specified form content, and then click the Save button.
8. You can view completed contracts from the electronic contract list under the [Manage forms] tab.

Start contract with specified form

The following describes how you can start a contract using a form that has been saved in advance.

1. From the form list, check the form you want to use, and then click the [Start contract] button.
2. Select the contract type, enter contacts of signature participants, and then click the [Start contract] button.

Modify form

The following describes how to modify the participant roles and input fields of an existing form.

1. From the form list, check the form you want to modify, and then click the [Modify form] button.
2. Change advance self-signature and contract participant roles, as well as the signature input fields such as signature, stamp, text, and date by participant, and then click the Save button.

Manage usage of Electronic contract

A dedicated page for electronic contract admin is provided, where you can view the Electronic contract service subscription status, status of granted permissions, and usage history.

Manage usage page of Electronic contract is laid out as follows.

Detailed Electronic contract settings

When requesting signature for electronic contracts, you can set themes and delivery options of notification emails for signature participants. Upon subscription request to the Electronic contract service, the theme information configured in WORKBOX is applied by default.

Delivery configuration method

1. Click the Additional services > Electronic contract menu.
2. Click the [Manage usage] tab menu.
3. Click Manage service subscription request > [Go to detailed settings].
4. From the Detailed Electronic contract settings pop-up window, click the [Delivery settings] menu.
5. Click the [Add new style] button.
6. Enter the theme information, such as style name and sender's email, for the electronic contract notification emails according to the company's branding policy, and then click the [Add] button.

How to apply added delivery style

• When starting an electronic contract, select a specific file, and then change the value of Email style in the Contract settings area from Default to Corporate email, to be able to select the email delivery style added from detailed settings.

• When starting a contract using a form, click the Common contract settings button, and then change the value of Email style in the Contract settings area from Default to Corporate email, to be able to select the email delivery style added from detailed settings.