Arlanxeo

CLM Training
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 Outline
1 Common Terms 6 CLM Actions (Sending for E-
Signature, External Review)

2 User Interface – CLM 7 Agreement Terms and Reminder

Documents/Repository

3 Check In/Check Out & 8 Resources

DocuSign Edit

4 Viewing and Updating Attributes

5 Workflow Actions

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 Common Terms

Metadata
Data about data - DocuSign CLM automatically applies metadata to your documents i.e.
Filename, Type, Size, Created Date, etc.

Attributes
Metadata each DocuSign CLM customer defines for their specific documents and business
processes i.e. Sales Contracts – contract value, status, type, start date, end date, contracting
party name, customer ID, contract ID.

Production
DocuSign CLM deployment from UAT interface-Live platform.

UAT
DocuSign CLM interface that is for building/testing.

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 CLM Documents and
Repository

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 User Interface - Navigation Tabs

Below are all the Navigation tabs available to End Users

• Documents – Folder and Document Navigation, Viewing
• Tasks – Workflow “inbox”, template management, advance workflow
tasks

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 User Interface – Navigation Tabs

Only Admin users can

see the “Admin”
Navigation Tab

The Navigation
Tab underlined shows
which section in CLM users
are located. In this case we
are in the Documents section
of CLM.

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 User Interface – Document View Global Navigation Tab

Folder &
Document Grid

Folder Tree:
Following Corporate
Function, Region,
Contracting Party,
File ID Hierarchy Confidential | Page 7
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 User Interface – Document View

Add documents via

drag & drop into
Each menu option correct folder from
exposes dropdown actions your desktop or click
that can be taken on “File” and “Upload”
documents and folders

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 User Interface – Document View Edit icon

Double-click to edit Name or Share icon

Column toggle Description columns
< or > to hide or Note: C lick to the right of a History icon
display folder tree document name or it will open the
document preview
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 User Interface – Document History
Users can access a document’s history by selecting the clock icon​ (see previous slide)
Selecting this icon will show all document history from time the document was created or added
to CLM to present time
Users can filter on what they see in the document from the following:
• Attributes
• Workflow Activity
• Versioning
• Share Activity
• Download Activity
• Document Activity

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 User Interface – Document Preview

Users can also take

various actions on the
document by selecting one of
these actions​. Send should not
be used to complete workflow
From the Document preview page, steps (later Project phases)
users can view a document’s and should be disabled. Tasks
attributes, activity, and can be completed in the Task
document information by selecting tab on the left.
the tabs on the left-hand side

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 User Interface – Document Actions
Send
Download Share link to current
Download current file document, complete Ad
as native format or PDF Hoc signature or
External
Review actions***

Edit
Upload a new version of
the current document, More
edit the current Manually check in/check
document out document, request
with Office Online check in by another user,
Delete, Copy, etc be notified on check in
by another user

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 User Interface – Compare Feature

• By selecting
“C ompare with” checkbox in the
top left corner of the document, CLM
will automatically show all redlines
between the current version and
the previous version of the document

• Users also have the ability to select

other versions of the document to
compare and can compare
to separate documents

• Note: only two versions may be

compared at a time

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 User Interface – Search

Within the advanced search Function

you can search on all documents which
are accessible to you in your Corporate
Function Folder.

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 User Interface – Advanced Search
Search by a Saved
Search
Search by keywords
Search by document
type
Select type of search

Search by folder location Search by modification

• Who
• Date

Search by document Search by

properties • Attribute group
• Specific attributes

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 Document Actions:
Check In/Check Out

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 Document and Folder Actions
Below are Actions under the “File” Tab
• Upload – Allows the user to upload a new document into a folder.
• Create – User can create a new bookmark, folder or clause library term
• Download – Downloads pre-existing documents within a folder.
• Edit Document – Edit document utilizing DocuSign Edit.
• Rename – Renames document or folder names
• Move or Copy – Moves documents to a different folder or makes a
copy of a document/folder
• Compare Documents – Provides user insight into changes
made across document versions
• Delete – Deletes folder contents and documents

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 Document and Folder Actions

Below are all Actions under the “Edit” Tab

• Check In– Checks in document after checking out
User Tasks, Recent Documents, Reports
• Check Out – Checks out document for use, locks
document from further use by another user
• Cancel Check Out – Cancels check out (only user who
checked out document can cancel).
• Request Check In – Reminds user to check in document.
This action is performed by another user.

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 Editing Documents – Check In/Check Out
• A C hec k Out action locks a document for editing by one user. The lock icon
appears when the document is checked out by the user.
• Select C hec k In to update and unlock the document.
• You can also select C anc e l C he c kout once checked out to undo document
locking. The lock icon will disappear.

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 Editing Documents – Check In/Check Out
• You can jump to C he c k In at any time to version a
file (if it is not already checked out by another user)

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 Editing Documents – Office Online
Office Online Steps:​
1. Open up document​
2. At the top right, select Edit ​
3. Select Office Online
4. Make all necessary edits within
Office Online
5. Close Office Online after you have
made all necessary edits and they are
saved​ (“Saved to SpringCM”)

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 Deleted Documents 1. Locate the Trash in Documents
2. Click the arrow to the left of the file/folder
name. The Content Menu opens.
3. Select Copy or Cut. A banner notifies you, "The
selected item has been [cut/copied]."
4. Open the destination folder outside of the
Trash. Folder where you want to restore the
document/folder.
2
5. Click Edit > Paste from the DocuSign
CLM Menu bar.

OR
1 3

Simply drag and drop the document/folder in the

folder where you want to recover it. (Tip – Keep
your source and destination folder expanded in
the folder navigation panel)

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 Viewing/Updating
Attributes

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 Document Attributes

Add the related

Attribute Group to
your document

Authorized Users may

add or edit document
attributes via the
“Attribute” tab

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 Send Documents to Non-CLM
Users within ARLANXEO

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 Send Document via Email from CLM

1 Click on the little triangle

symbol next to your
document to send

2 Select “Send” 4
1
3 Select “Email”

2 4 Fill in your Recipient

Email Address (required),
3 Subject and Message

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 Send Document via Email from CLM
To upload the edited version you
Recipient will receive Email with
received back from your colleague,
5 Attachment, they will have to answer to 6 please navigate to your document
your Email by attaching the Agreement.
in CLM and select check in.
7
After you selected “Check In”
you will be able to upload the
new version of the Agreement.

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 CLM Workflow Actions
(adjusted Approval Workflow)

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 Agreement Routing Hub
Is a workflow task assigned to the Process Owner
which provides them with different Routing Options.

Select the Info Tab to view all

1 related documents (Annexes)
and Reminders

Click on “Tasks” to view your open

task.
2
Select one of the Dropdown Options
and click “Next”

As Process Owner of the Workflow

3 you will have the option in different
stages of the Workflow to return to
this step

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 Sending a Document for Approval
1 Choose Approval required or not 2 Approval via CLM or outside 3 Select Approvers

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 Agreement Summary

Once Approval has been completed (or if no

Approval is needed), the Process Owner
1 receives a task to review the Agreement
Summary (including Review, Agreement
Details and History details)

Click on “show” to select and view

2 the Main Agreement and its
Workflow Activity and Attributes

You can edit the Summary with

Office Online or offline to add
3 additional information (such as
Approvals that have been obtained
outside of CLM)

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 Send for Signature (E-Signature)
Attach necessary Annexes Select Signers from ARL
Make your Routing Selection
1 2 3 Entity

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 Reminders and Dates

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 Automatic Renewal - Automatic Renewal –
Evergreen Termination Notice Date

Reminders will be sent either on

Manual Due Date (for Evergreen
Agreements) or 60 days before
the Termination Notice Date for
Automatically renewed
Agreements with Renewal Date
(Renewal Date and Termination
Date will be automatically
calculated).

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 Expiration Date

If Agreements are not automatically renewed

an Expiration Date must be filled in.
This can be updated throughout the
Agreement lifecycle and the Users will receive
a task after Signature completion to update
the Agreement Terms.

Reminder will be sent out 60 days before

Expiration.

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 CLM Document Actions
(for Documents that don't need Review & Approval)

Sending a Document for External

Review

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 Sending a Document for External Review
(Option 1 via Workflow)

A CLM User can send a document to an

external Reviewer via the CLM workflow
by selecting the External Review in the
Agreement Routing Hub. In the next step
the user can fill in the Counterparty Email
address and customize a message before
sending the Agreement out for review.

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 Sending a Document for External Review
(Option 2 from Repository)

A CLM User can send a

document to an external
Reviewer from CLM manually by
selecting the document and
clicking on the arrow to open the
dropdown with Send and For
External Review option.

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 What does the Reviewer see?

Your customized
message
Reviewer has two
options:
- Reply to the email
- Review online

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 Review Online
1. Preview Document and download it
2. Edit the document and upload your new version or Skip
3. Leave Comments and Finish the Review

1 2 3

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 External Review (Reviewer replies to your professional Email with changes)
If the External Reviewer, instead of replying to the email received from DocuSign replies to your
professional Arlanxeo Email address, the Document will not be ingested into CLM and will not
update to the new Version automatically. Please follow the steps below to continue the
workflow process:
2
2
1
You can now check in the
edited Version you received
via email and proceed with
the Reviews/Approvals. A
new Task will appear in the
Agreement Routing Hub.

1
Navigate to the Agreement in CLM – select
External Review Actions, then select Cancel
External Review
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 Send Document via Email from CLM
Recipient will receive Email with To upload the edited version,
5 Attachment, they will have to answer to 6 please navigate to your document
your Email by attaching the Agreement. in CLM and select check in.
7
After you selected “Check In”
you will be able to upload the
new version of the Agreement.

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 Send Document via Email from CLM
Recipient will receive Email with To upload the edited version,
5 Attachment, they will have to answer to 6 please navigate to your document
your Email by attaching the Agreement. in CLM and select check in.
7
After you selected “Check In”
you will be able to upload the
new version of the Agreement.

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 Sending for Signature

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 Sending a Document for Signature
(Option 1: Signature via Workflow)

• Once you finally aligned with Legal

in the workflow process you are
able to send the Agreement for
Approval and Signature

• Select document and click on

arrow to open dropdown

• Select Send for Approval and

Signature

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 Sending a Document for Signature
(Option 1: Signature via Workflow)
Assuming you went through the Approval Process if needed, filled in and reviewed the
Agreement Summary you are now able to proceed to the Signature Stage of CLM.

Ink- or E-Signature

A new task window will open up asking

you to Choose to send the Agreement for
1 E-Signature or Ink Signature. You can select
to send it for E-Signature.
Ink Signature shall be chosen when the
Agreement will be signed outside of
CLM/E-Signature.

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Prepare Signature
(Agreement Process Owner)

Select any annex documents from the File Folder

you want to send for Signature and click Next.

2
3

Select the ARL authorized Signer from the address book and
click Next to complete the task. If you can`t, find the
necessary Signer in the Dropdown please select “Other” and
fill in the email in the field below
Prepare Signature
(Agreement Process Owner)

Once you click next a new window

will open where you can Send the
Agreement for Signature or Reject it
and see all documents to be send
out. You click on Send for Signature
to proceed with the E-Signature.

If you reject the document will be

routed back to the Agreement
Routing Hub.
Prepare Signature
(Agreement Process Owner)

You can personalise the message which shall

You can view the selected Internal ARL 6
be send out and click on Next to continue.
5 Signer and add the External Signer.
You can set the Signing Order.
 Sending a Document for Signature
(Option 2: From Repository)

• Send documents for signature

from the document tab as a
manual action

• Select document and click on

arrow to open dropdown

• Select Send and For Signature to

open the E-Signature Application

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 Sending a Document for Signature
From the eSignature application, the user can
perform the following actions:
• Customize the email message sent to signers
• Change signer emails
• Switch the order of signers (Signatures occur
in the order of emails displayed)
• Adjust/add/remove DocuSign tags in the
document
• Once document is sent for signature, users
will be able to track who has viewed and
signed in Document History
• Note: If User send for Signature the
doc ume nt will be chec ked out and loc ked
for editing.

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 Sending a Document for Signature

Switch between color-

coded signature tags for
different signers here

Return to the
previous page if
necessary
Drag and drop
additional signature
tags if necessary When ready, send
the document out
for signature(s)

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 What do the signers see?

User access the

document for
signing here

Only the internal ARL signer will see the Agreement summary

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 What do the signers see?

The counterparty signer

After the Internal signatory
will be prompted to
completes their signing process
sign/enter information
the document will automatically
within the document
be sent to the next signatory
wherever there are
assigned signature tags

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 Dashboard Create a personal or
shared dashboards by
clicking the cog,
and choosing their
default Dashboard.

Add widgets or reports to

your dashboard such as
your open tasks, recently
accessed documents, or
your CF Folder

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 Support Resources

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 Resources

DocuSign Support

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