Overview
Docs allows firms to Upload Agreements that were Executed outside of the system via the “Upload Agreements” section of the “Agreements” tab. This functionality allows firms to store and manage all documents within one system.
Upload
The first step in the process is to upload the fully executed agreement in PDF format. This is done via the “Choose File” button.
Upon clicking “Choose File”, a window will open and the file can be selected. Click “Open” to upload the file.
Select Agreement Template
Once the Executed Agreement is successfully loaded into Docs, all required fields must be populated. Please note that the “Upload Agreement” workflow is similar to “Initiate Agreement”, with the first selection being “Agreement Template”.
Select Parties
After the agreement type is selected, the required party roles display. The parties are selected using the filters to the right of each party field. To include additional parties, click the “ADD” button. Parties on uploaded agreements are validated the same way as new agreements. If the party does not exist in Docs, or there is a visibility issue, users will follow the same Party Not Found procedures that apply to newly initiated agreements.
Select Agreement Dates
Uploaded agreements require an Executed Date and Effective Date, which are designated with an asterisk*. Termination Date is also available if required. Once the Dates are selected, the “Add Details” button becomes active, and upon clicking, the agreement will move to the next status.
Add Details
Upon moving to the “Add Details” status, the agreement is assigned an ID number, and the three workstreams are able to be edited, similar to the “Composition” status for Docs initiated agreements. The Legal Language, Rate Schedule, and Clearing Accounts must all be defined via the “Edit” button (pencil icon).
Add Details – Legal Language
The “Edit” view of the Legal Language workstream is different than a Docs initiated agreement. The Jurisdiction can be added as a free form field, however, the Legal Terms only reference the uploaded agreement, and do not display the agreement paragraphs. Once the Jurisdiction is added, the “Save & Close” button becomes active.
After clicking “Save & Close”, the workstream moves from a status of “Additional information required” to a status of “Ready”.
Add Details – Rate Schedule
The “Edit” view of the Rate Schedule is the same as Docs initiated agreements. Electronic Rates are required, and the Waiver option is available for those rates not supported in Docs. Upon selecting an electronic rate schedule, and defining an Executing Account (or selecting “TBA”), the “Save & Close” button becomes active.
After clicking “Save & Close”, the workstream moves from a status of “Additional information required” to a status of “Ready”.
Add Details – Clearing Accounts
The “Edit” view of the Clearing Accounts is the same as Docs initiated agreements. Docs requires that the agreement contain one or more valid accounts for the life of the agreement. If no Termination Date is set for the agreement, at least one account must have no Expiration Date.
After clicking “Save & Close”, the workstream moves from a status of “Additional information required” to a status of “Ready”.
Commit
When all workstreams have the status of “Ready”, the “Commit Agreement” button within the “Actions” section becomes active. Clicking “Commit Agreement” will load the agreement to Docs, and it will be available for review and future amendments.
Upon clicking “Commit Agreement”, a message will display and the user must click “OK” to register the agreement as an executed agreement. The option to “Cancel” is also available if any updates need to be made.
Clicking “OK” takes the agreement to an Executed status, and the agreement can be processed the same as any other Executed agreement in Docs.
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