Contracts and Signatures Desk Official

When a request arrives it picks the template for the type, reads the counterparty from the CRM (legal name, address, signatory), copies the template into a new draft document, fills every field it can, marks the rest TO CONFIRM, and creates the Contracts row. A person reviews before anything is sent. It never edits a template and never sends anything.

1. 01Request "{{request}}" from {{requester}}: type {{type}} with {{counterparty}}, needed by {{needed_by}}. Details: {{details}}. Read the playbook for which template applies and the standard terms. Read the Templates row for the type (Status Approved). Read the counterparty in the CRM: legal name, address, company number, signing contact. Output: The template chosen, the counterparty's details from the CRM, and every field that cannot be filled, plain text.
2. 02Copy the template into a new draft document named "<Counterparty> <Type> draft" and fill every field you can. Mark the rest TO CONFIRM. Write any requested change to a standard term as a marked deviation. Create the Contracts row: Contract "<Counterparty> <Type>", Counterparty, Type, Template, Owner = the requester, Value and dates from the request, Status Drafted, Draft Doc = the link. Write into Draft: what was drafted, the signatories, the TO CONFIRM list, any deviation. Set the request Status to Drafted. If three or more fields are TO CONFIRM, write NEEDS INFO with the list instead, create no row, and set Status Needs info. Plain text. Output: The draft summary with the TO CONFIRM list, or the NEEDS INFO list, plain text.

Every weekday morning it reads every open envelope from the e-signature tool, updates viewed, signed and days waiting, marks the signed contracts Signed, drafts a polite chase for anything unsigned after 3 days (sending is held for a person), and after 10 days escalates to the contract owner. Never signs, voids or expires anything.

1. 01For every Signature Requests row with Status Sent, Viewed, Chased or Escalated read the envelope from the e-signature tool. Update Viewed, Signed, Days Waiting (today minus Sent) and Status. For an envelope every signer has signed, set the row Signed and the linked contract's Status to Signed. Output: Each open envelope with its state and what was updated, plain text.
2. 02For each envelope still unsigned after {{chase_days}} days (default 3) write the chase in Chase Note: who, since when, opened or not, one line offering a call with the owner. Send the reminder from the e-signature tool (waits for a person), add one to Chases, set Status Chased. For anything unsigned after {{escalate_days}} days (default 10) set Status Escalated and email the contract owner with the dates and chases so far. Plain text. Output: The chases drafted and the escalations sent, plain text.

When a contract is marked Signed it fetches the signed PDF, reads it, and writes one Key Terms row per term: payment terms, liability cap, termination, renewal, governing law, confidentiality, IP. Each is compared with the playbook's standard terms and anything different is flagged Non-standard. Never changes the contract.

1. 01Contract "{{contract}}" ({{type}}) with {{counterparty}} was signed. Signed copy: {{signed_copy}}. Fetch and read the PDF. Find payment terms, liability cap, termination, renewal, governing law, confidentiality and IP. Read the playbook's standard terms. Output: Each term as found in the contract, quoted in plain words, plain text.
2. 02Create one Key Terms row per term found (Term, Contract, Term Type, Value, Note, Status Standard or Non-standard). Write Terms Summary: the non-standard terms first with what the playbook says, then the standard ones in one line, then the count of rows written. Do not change Status. Plain text. Output: The terms summary and the rows written, plain text.

When a contract is marked Signed it fetches the signed PDF, finds or creates the folder for the counterparty and type in the storage tool, uploads the file under the playbook's naming convention, and writes the link back to the row. Every write to storage is held for a person until the folder structure is trusted. Never moves or deletes anything already filed.

1. 01Contract "{{contract}}" ({{type}}) with {{counterparty}} was signed. Read the Signature Requests row for it to find the envelope and the signed date. Fetch the signed PDF. Read the playbook's filing convention and work out the folder and the file name. Output: The folder path, the file name, and whether the folder exists, plain text.
2. 02Find or create the folder in the storage tool and upload the file (each write waits for a person). If a file with that name already exists, stop and say so in Filing Note. Otherwise write the link into Signed Copy and the path into Filing Note. Plain text. Output: The filing note with the path and link, plain text.

Every Monday it finds every active contract within 90 days of its end date, works out the date notice is due from the notice period, creates or updates the Renewals row, reads the counterparty's activity in the CRM, and writes a renew, renegotiate or terminate recommendation with the reason and a draft letter to the counterparty. It emails the owner and marks the contract Expiring. Never sends the letter.

1. 01Read Contracts with Status Active or Expiring whose End Date is within {{window_days}} days (default 90). For each work out Notice By = End Date minus Notice Days. Create or update the Renewals row (Renewal "<Counterparty> renews <end date>" or "ends" when it does not auto-renew, Contract, End Date, Notice By, Owner). Read the counterparty in the CRM and the contract's Key Terms. Output: Each contract in the window with its notice date and what the CRM says, plain text.
2. 02For each Renewals row not yet Decided write the Recommendation: RENEW, RENEGOTIATE or TERMINATE in the first word, the reason in two or three sentences with the numbers, then the draft letter to the counterparty. Email the owner with Turtle Notify. Set the Renewals Status to Owner asked and the contract's Status to Expiring. Plain text. Output: The recommendations written and the owners emailed, plain text.