Contract Attestations is an extension to the GRC Contracts module.
The Contract Attestation functionality is similar to Contract Tasks. They can be scheduled like a task, but instead of a task being sent to a system user complete, a web page Attestation Form can be sent to the selected 3rd Party Contact(s) of the organisation, that the contract is with, to complete without them having to enter the GRC system.
How to set up a 3rd Party Contract Attestation
This process involves:
Setting up an Attestation Type
Creating the Attestation Form
Adding an Attestation to a Contract
1. Setting up an Attestation Type
To set up an Attestation Type, select Attestation Types in the Maintenance section of the Contracts module.
Click on the three-bar hamburger menu icon on the left and add a New Attestation Type.
A New Attestation Type window will pop up and from here, you will be able to configure the details of the new attestation type.
Make sure that the relevant Contract Types are selected that you want this Attestation type to be available to be applied to.
Note: If no Contract Types are selected, the system will default to select all Contract Types.
Select the Record Status as Active to allow this Attestation Type to be selected and used when adding an Attestation to a Contract. Having an Active Status is also useful to indicate the latest version that you want to be used.
To save your settings, make sure to select the Save icon.
Once saved, the system will take you back to the Attestation Types view where your new attestation type will be displayed.
Note: If the system has not automatically displayed your new attestation type in the list view, please refresh your browser.
2. Creating an Attestation Form
On the Attestation Types list view page, click the drop down arrow next to your newly added Attestation Type. This will reveal the Attestation Form and indicate its status.
To change the name of your Form, select the Edit pencil icon next to the relevant Attestation Form version. Make sure to save changes by clicking the Save icon.
To create your Form, click on the Attestation Fields icon (next to the Status column).
This will take you to a window that will allow you to set up fields to create your desired Attestation Form.
With each newly created Form field, make sure to Save your settings by selecting the Save icon on the left.
To reorder Form fields, click the relevant field in the Fields list view and move it up or down in the Form by clicking the Move Up or Move Down buttons at the bottom of the window.
To preview your Attestation Form, select the Preview magnifying glass icon. This will show what your Form currently looks like.
You can duplicate or create new versions of the Attestation Form.
Note: It is best practice to have only one version of the Form with an Active status to indicate that this is the relevant, most up-to-date version to be selected to be used. However, having more than one Active status Form may be helpful if the particular version of the Form is already being used in a current Contract Attestation task but needs changes to be made to the Form fields. If the new and existing versions are still relevant and you would like the option to select and send out either Form, make sure all relevant versions have an Active status.
3. Adding an Attestation to a Contract
In order to send out a Contract Attestation, it must be added to a Contract record as an Attestation Task.
In the Contracts module, click Work with Contract records. This will display a list view page of all Contracts in the system.
Click on the relevant Contract record. This will take you to the specific Contract record's details.
Click on the Attestations tab on the left. Select the New Attestation plus icon to add a new Attestation to the Contract.
In the New Attestation window, select the relevant Attestation Form you would like to send out.
Note: the only Attestation Forms you will be able to see and select from are Active status Attestation Forms of Attestation Types that have been selected to be available for that Contract Type (each Contract will be of a Contract Type).
In the Reasons field, provide detailed explanation of the purpose and reason(s) for why this Attestation is required to be completed by the Contacts.
Then click the Schedule tab to apply scheduling and action by settings. Here, you will be able to set:
Frequency: How frequently this Attestation is to be completed.
Next Due: Date by which the first (or current) Attestation must be completed.
Reminders (1st and 2nd): Number of days before the Next Due date at which an email notification is sent out to notify the Contact that the Attestation that they have been tasked with completing is coming due.
Action by: Contacts selected that will be required to complete the Attestation.
In order for 3rd Party Contacts to be selected to action and complete the Attestation for the given Contract, they must be added as Contacts of the Contracts With business entity that your organisation has the Contract with.
Note: To add Contacts to Contracts With, access the Contract With records.
Click into the relevant Contract With record (each record presents a business entity that your organisation has a Contract with).
In the Contacts tab, click the New Contact plus icon to add a new Contact. Fill in the details of the Contact and select Key Contact and 3rd Party Contact. Make sure to include their email address and phone number as this is how the 3rd Party Contact will receive their link to the Attestation to complete. Make sure to save changes by clicking the Save icon.
In the Attestation tab, the selected Attestation Form to be completed by the 3rd Party Contacts will be displayed. This provides a useful overview of what the Attestation Form will look like to each Contact.
After entering and finalising all information and settings of the Contract Attestation, make sure to click on the Save icon to save and apply all updates.
Once saved, the Contract Attestation is now scheduled to be sent out to the selected 3rd Party Contacts to be completed by the Next Due Date.
On the 1st Reminder date of the Contract Attestation (as scheduled), the 3rd Party Contact will receive an email notification containing a link to the Attestation Form to be completed.
When the link is clicked, a web page will display requesting a security code (a 2nd factor authentication). The security code will be sent to the Contact's telephone number or their email address as recorded in their Contact details.
After entering the correct security code, the Attestation Form will be displayed, ready to be filled in and completed by the 3rd Party Contact.
If the task has a 2nd reminder, a notification is also sent on the scheduled date. If the Attestation is not completed by the Due Date, a notification is sent on this date to remind the Contact the Attestation is requested to be completed by today.