Approving, Negotiating, and Signing a Contract Amendment | Zoho Contracts

Approving, Negotiating, and Signing an Amendment

Submit an Amendment for Approval

  1. Select the Contracts tab at the top of the page. 
  2. Click to open the Active contract in which the amendment draft is complete.
  3. Click Submit for Approval at the top of the page. 
Notes

Note: 

  1. The approvers will be notified about the approval request via email and in-app notifications.
  2. The approval process for an amendment is similar to that of a contract. To learn more, see Approval Process. 

Send Amendment Document for Negotiation

  1. Select the Contracts tab at the top of the page. 
  2. Click to open the Active contract in which the amendment is in the Approved state.
  3. Click Send for Negotiation at the top of the contract details page. The negotiators that you added initially will be listed in the Send for Negotiation dialog box.
  4. To add more negotiators, click Add More at the bottom of the Negotiators list in the Send for Negotiation dialog box. 
  5. Choose a negotiator in the Negotiator field, then set the permission for the negotiator and the password to access the document.
  6. Repeat steps 4 and 5 to add multiple negotiators. 
  7. Click Send. 




Notes

Note: 

  • The negotiators will receive an email notification, from which they can access the amendment document. 
  • When a contract type has an approval workflow associated with it, the amendments in the respective contracts should be approved by the approvers before they could be sent for negotiation. 
  • Otherwise, the contract owners can send those amendments for negotiation directly after completing the amendment draft.  

The negotiation process for an amendment is similar to that of a contract. To learn more, see Negotiation. 

Upload Negotiated Amendment Document

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract amendment in the Draft Completed or Approved state that you want to mark as negotiated.
  3. Click Upload Negotiated Document at the top. 
  4. Upload the negotiated amendment document that you have received from the counterparty, then click Upload.
Notes
Note:
  1. You can upload negotiated documents for the contracts that are in the following statuses:
    1. Amendment: Approved
    2. Amendment: Draft Completed (If the contract is not associated with any approval workflows)
  2. Any unresolved comments in the uploaded amendment document will be resolved automatically, and any tracked changes will be discarded.
  3. The uploaded amendment document will replace the current document, and the contract will be marked as Negotiated automatically.
  4. As the document was negotiated outside the system, all subsequent negotiations for this amendment must be conducted offline. On completion of each cycle of negotiation, the latest document must be uploaded to replace the existing one, and the amendment will be marked as Negotiated.
  5. Future amendments to this contract can be negotiated either online or offline.

Re-upload Negotiated Document

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract amendment in the Negotiated state that you want to re-upload the negotiated document.
  3. Click the  More actions menu, then select Re-upload Negotiated Document. 
  4. Upload the negotiated document that you have received from the counterparty, then click Upload.
Notes
Note: Any unresolved comments in the uploaded amendment document will be resolved automatically, and any tracked changes will be discarded.

Send an Amendment for Signature

  1. Select the Contracts tab at the top of the page. 
  2. Click to open the Active contract in which the amendment is in the Negotiated state.
  3. Click More  in the contract details panel on the left, then choose Signature.
  4. Click Add, then choose the signers from your organization and the counterparty. 
  5. Check the Set Signing Order checkbox at the top if you want to set a signing order. 
  6. To set the order, enter the ordinal number in the box next to each signer. 
  7. Click Save. 
  8. Click Send for Signature again. You will be redirected to Zoho Sign with the amendment document or letter loaded. 
  9. Choose a recipient from the Recipients section in the right panel.
  10. Drag and drop the required fields for the respective recipient from the Fields section to the required locations in the document.
  11. Repeat steps 8 and 9 until you add the signature and the other required fields for all the recipients. 
  12. Click Send. 
Notes

Note: 

  1. Zoho Sign will send the sign request email to all the signers. They can access the amendment document or letter from the link in the email. For more information, see Signing a Document.
  2. The signature process for an amendment is similar to that of a contract. To learn more, see Signature.

Download Amendment Document

  1. Select the Contracts tab at the top of the page.
  2. Click to open the record that you want to proceed with.
  3. Click the  More actions menu, then choose Download Amendment Document.
  4. Choose your preferred Download Format in the Download Document pop-up window, then click Download.

Upload Signed Amendment Document

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract in the Amendment - Negotiated state that you want to amend.
  3. Click Upload Signed Amendment Document at the top. 
  4. Upload the Signed Amendment Document and the Digi Sign Certificate (Optional) that you have received from the counterparty, then choose the Signed Amendment Document Date.
  5. Check the Add Signer Details checkbox to add the signer details.
  6. Choose the signers from the respective dropdown list under Organization Representatives and Counterparty Representatives to add signers from your organization and the counterparty. 
  7. Click  Add to add the Other Representatives, then enter the names and email addresses under Other Representatives to add any other signing representatives outside your organization or the counterparty.
  8. Check the Set Signing Order checkbox if you want to set a signing order.
  9. Click Upload once you have updated all the details. 
Notes
Note: Once an amendment has been sent for signature using Zoho Sign, uploading a signed amendment document is no longer permitted. To upload a signed amendment document, you must delete the existing amendment and initiate the process again.

Re-upload Signed Amendment Document

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract in the Amendment - Signed state that you want to re-upload the signed amendment document.
  3. Click the  More actions menu, then select Re-upload Signed Amendment Document. 
  4. Upload the Signed Amendment Document and the Digi Sign Certificate (Optional) that you have received from the counterparty, then choose the Signed Amendment Document Date. 
  5. Click Upload once you have updated all the details. 
Notes
Note: You can re-upload the signed amendment document while the amendment is in the Signed state, provided it has not yet moved to the Active status.

Download Amendment Letter

  1. Select the Contracts tab at the top of the page.
  2. Click to open the record that you want to proceed with.
  3. Click the  More actions menu, then choose Download Amendment Letter.

Upload Signed Amendment Letter

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract in the Amendment - Negotiated state that you want to amend.
  3. Click Upload Signed Amendment Letter at the top. 
  4. Upload the Signed Amendment Letter and the Digi Sign Certificate (Optional) that you have received from the counterparty, then choose the Signed Amendment Letter Date.
  5. Check the Add Signer Details checkbox to add the signer details.
  6. Choose the signers from the respective dropdown list under Organization Representatives and Counterparty Representatives to add signers from your organization and the counterparty. 
  7. Click  Add to add the Other Representatives, then enter the names and email addresses under Other Representatives to add any other signing representatives outside your organization or the counterparty.
  8. Check the Set Signing Order checkbox if you want to set a signing order.
  9. Click Upload once you have updated all the details. 
Notes
Note: Once an amendment has been sent for signature through online methods, uploading a signed amendment letter is no longer permitted. To upload a signed amendment letter, you must delete the existing amendment and initiate the process again.

Re-upload Signed Amendment Letter

  1. Select the Contracts tab at the top of the page.
  2. Click to open the contract in the Amendment - Signed state that you want to re-upload the signed amendment letter.
  3. Click the  More actions menu, then select Re-upload Signed Amendment Letter. 
  4. Upload the Signed Amendment Letter and the Digi Sign Certificate (Optional) that you have received from the counterparty, then choose the Signed Amendment Letter Date. 
  5. Click Upload once you have updated all the details. 
Notes
Note: You can re-upload the signed amendment letter while the amendment is in the Signed state, provided it has not yet moved to the Active status.