Overview
Locating agreements and identifying how they are progressing can be slow and tedious.
To help streamline this process, leveraging the main Agreements page in LinkSquares Finalize will provide a quick snapshot of all agreements in process, as well as agreements that have been completed.
Process
After logging in to Finalize, you will be brought to the main Agreements page.
Users can access the main Agreements page by selecting the Agreements tab from the navigation bar.
Note: Scroll horizontally to view any hidden data points.
Main Agreements Page Visibility
Administrators have visibility into every in-flight agreement that exists within Finalize.
Reviewers and Approvers can view drafts or requests they have submitted, agreements they own, and agreements they have been added to as collaborators.
Drafters and Sign-only users can view drafts or requests they have submitted, and agreements they have been added to as collaborators.
1. Creating Agreements
All Finalize users can draft new agreements.
To create an agreement, click the NEW AGREEMENT button in the upper right-hand corner of the page.
To learn more about drafting agreements, reference our article on Creating New Agreements.
2. Unassigned Emails
Agreements can be ingested into Finalize via email syncs. Email syncs allow users to email a LinkSquares inbox to automatically upload attached files.
Within this process, a unique email address will be provided by LinkSquares (e.g., domain@finalize.linksquares.com). When the unique email address is leveraged, the email and attached files will appear within the Unassigned Email section if the metadata within the file cannot be mapped to in-flight agreements.
Unassigned emails will only be visible to the designated user(s) in charge of assigning emails and Administrators.
To learn more about unassigned emails, reference our article on Finalize Emails.
3. Search Bar
Use the search bar to filter your agreements by name or agreement ID.
To learn more about agreement IDs, reference our article on Agreement IDs.
4. Views Filter
The Views drop-down allows you to filter by agreements that are in progress (i.e., active), agreements that you are no longer working on (i.e., inactive), and custom filters.
The main Agreements page is filtered by active agreements by default.
Active statuses:
- Request Pending
- Internal Review
- Counterparty Review
- Ready for Signature
- Out for Signature
- Partially Signed
Inactive statuses:
- Fully Signed
- Done
- Paused
Note: Inactive agreements do not have a shelf life within Finalize.
To learn more about agreement statuses, reference our article on Agreement Phases and Statuses.
5. Custom Filters
Create and save user-specific custom filters.
After selecting at least one filter using the filtering and sorting icons, all Finalize users have the option to create and save custom filters to refer back to at a later time.
- Select at least one filter using the filtering and sorting icons. For example, filter by a certain agreement type from the Agreement type column or sort agreements by name alphabetically.
- If needed, add additional filters to further refine the search parameters.
- Click + SAVE FILTER next to the Views drop-down.
- Name the custom filter within the modal. Click SAVE once complete.
- The custom filter will be added to the Views drop-down within the Custom section.
Note: Custom filters do not include search criteria from the search bar.
Applying Saved Filters
To apply a custom filter, select the custom filter from the Views drop-down.
If a custom filter is applied and the user navigates away from the main Agreements page, the filter will remain.
The main Agreements page will return to the default unfiltered view after logging out.
Modifying Saved Filters
Custom filters can be modified at any time.
To modify a custom filter, hover over the custom filter from the Views drop-down. Edit the filter name by clicking the pencil icon, or delete the filter entirely by clicking the trash icon.
Once a custom filter has been selected from the Views drop-down, users can add additional filters and either save it as a new filter by clicking + SAVE AS NEW or refresh the page to incorporate the new filters without saving by clicking UPDATE FILTER.
6. Exporting Agreements
All Finalize users can export the agreement data within the main Agreements page for further analysis and stakeholder collaboration.
Click Export All to export the data of your in-flight agreements.
To download the export, select DOWNLOAD EXPORT. The XLSX file will be downloaded locally.
Note: Users can only download the export locally when exporting less than 100 agreements. Otherwise, the export will be sent via email.
To email the export, select EMAIL EXPORT. The XLSX file will be sent to your LinkSquares user email. Please allow several minutes for large exports.
The columns and column order within the file will reflect the layout of the main Agreements page. Modify the data points within the file by selecting the column settings icon.
Select an agreement name within the file to quickly navigate to the agreement’s individual agreement view.
7. Agreement Filtering
Use the filtering and sorting icons next to the data points within the agreements table to organize your agreement view.
Clicking the filter icons will result in a drop-down with enhanced searching capabilities.
Name
Sort agreements alphabetically in ascending or descending order via the sorting icon.
Agreements will be arranged in order of creation by default.
Status
The Status data point indicates the status of the agreement:
- Request Pending
- Internal Review
- Counterparty Review
- Ready for Signature
- Out for Signature
- Partially Signed
- Fully Signed
- Done
- Paused
Filter by agreement statuses via the filter icon.
To learn more about agreement statuses, reference our article on Agreement Phases and Statuses.
Status Time
Sort by the aggregate time the agreements have been active via the sorting icon.
Creation Date
Sort by agreement creation date in ascending or descending order via the sorting icon.
Template Name
Sort agreements by template name alphabetically in ascending or descending order via the sorting icon.
Pen Status
The Pen Status data point indicates who must act next on an agreement:
- No one
- The counterparty
- Other Finalize users
Filter agreements by the Pen owner via the filtering icon.
NOTE:
- Multiple Finalize users can hold the Pen at a given time.
- The Pen can be passed (i.e., assigned, reassigned, or unassigned) within the individual agreement view.
To learn more about the individual agreement view, reference our article on Finalize Individual Agreement View.
Agreement Owner
The Agreement Owner data point indicates the project manager of an agreement.
Filter by users who own agreements, including unowned agreements, via the filtering icon.
Agreement ownership can be designated (i.e., assigned, reassigned, or unassigned) from both the main Agreements page and the individual agreement view.
Note: Only Administrators can assign agreement ownership. Approvers and Reviewers can claim unowned agreements.
To learn more about agreement ownership, reference our article on Agreement Ownership.
NOTE:
To bulk update the Agreement Owner field, reach out to LinkSquares Support
Author
The Author data point indicates who created the agreement.
Filter by agreement authors via the filtering icon.
Collaborators
The Collaborators data point indicates who is collaborating on an agreement.
These users have either been assigned tasks to complete before the agreement can be fully executed, or have been determined on the template or agreement level as users who require visibility.
Filter by agreement collaborators via the filtering icon.
Agreement Type
The Agreement Type data point indicates the type of the agreement (e.g., addendum, amendment, uncategorized, etc.).
Agreement types are determined by Administrators during the template creation process.
Filter by agreement types via the filtering icon.
Progress
The Progress data point indicates the overall progression of your agreements.
This data point provides a bird’s-eye view of the tasks that have been completed within the agreement.
Active Task Assignees
The Active Task Assignees data point shows all users who are assigned to active tasks on the agreement.
This data point allows users to quickly filter for agreements where specific users are currently on deck to complete a task to drive the progress of the agreement forward.
8. Customizing Agreements Page
Customize the main Agreements page to display the most relevant data points via the user-specific column settings icon below the Export All button.
Mark the checkboxes next to relevant data points. Drag and drop the options to configure the order in which these data points appear as columns.
Click SUBMIT to save any changes.
9. Deleting Agreements
To delete agreements, Administrators can select the trash icon on the right-hand side of the agreement.
Click DELETE to delete the in-flight agreement from Finalize. Once actioned, agreement collaborators will be notified.
10. Agreement Flags
Agreement flags indicate that agreements have been updated or created since the user last logged in.
To learn more about agreement flags, reference our article on Agreement Flags.
11. Salesforce Agreements in Finalize
Agreements drafted within the LinkSquares Finalize integration in Salesforce immediately populate on the main Agreements page.
The agreement will show up as having come from Salesforce indicated by the blue Salesforce bubble for legal review.
To learn more about drafting in Salesforce Finalize, reference our article on Salesforce Finalize: Drafting and Executing Agreements.
12. Action Item Visibility
The blue activity bar on the left indicates new activity has occurred within an agreement.
To view these updates, select the agreement.
Next, locate the Activity tab within the individual agreement view. From here, you will find any agreement activity that has occurred since your last review highlighted in blue.
The blue activity bar may also indicate there are unread emails within an agreement. To view the unread emails, locate the All versions section within the individual agreement view. The unread emails will be nested below the relevant agreement version(s).
The blue activity bar will disappear after clicking out of the agreement.
Note: This functionality is user-specific.