Automated data collection (NDA and DPA)

When is automated data collection used?

If you work with standard agreements in large quantities, automated data collection will be very useful to you. Using integration via Zapier with Typeform, Contractbook enables you to autogenerate signed versions of your contracts by collecting the necessary from the recipient data through simple Drafter questionnaires.

You can use this setup for any kind of agreement that is completely identical for multiple recipients who need to sign it.

A classic example is gathering consent from participants at events in order to use photo- and video material recorded there.

Other companies (including Contractbook itself) use it to collect signed data processing agreements with their users, and sales teams to autogenerate finished contracts.

Here is a demonstration of how a customized Drafter questionnaire works to collect data for the auto-generation of contracts.

How does automated data collection in Contractbook work?

You present the signing party with a Typeform questionnaire via a link where they can fill in their signature details and answer a few basic questions. Based on the given information, a contract is generated, sent, and signed by you containing also the data submitted by the other signee in the Typeform questionnaire. 

Example: Here you can find a direct link to Contractbook Data processing agreement where you can request one for your company and test the automated data collection flow. Our article about signing a DPA with us can be found here.

How do automated data processing agreements (DPA) work?

The end result will be a custom-tailored questionnaire that collects all the necessary data and automatically generates a standardized agreement.

If the content of your agreement is always the exact same (which is the case with data processing agreements), all the information you might have to require is a name and email address.

You can collect that data through a Typeform questionnaire. Once the questionnaire is submitted by the recipient, the contract is automatically created, signed on your behalf, and sent to the specified recipient via email.

The end-user will then simply access the contract from an encrypted link in their email, read it, and verify their signature. 

How can I create an automated DPA or NDA workflow?

Are you on a Foundation plan?

In this case, you can use DPA or NDA automation which will only be available for people within your organization. They will have to fill in the details of the recipients in the Typeform questionnaire and then send the autogenerated contract for signatures. 

This basically allows you to have the link to the questionnaire for internal use within your company only. Any external party can sign the agreement, once the details have been filled in by a person from your company. It is a possible solution but involves a little bit more manual work than the following case.

How can I create an automated DPA workflow with a link on my website?

If you are currently on a Foundation plus Add-on you can have an external link on your website which allows everyone to fill in the details in a customized questionnaire form and then sign. Here is an example of the feature which we also use on our own website: 

How to set up Typeform and Contractbook integration?

In order to be able to set up the integration, you need to be on a Foundation + Add-on plan. All you really need to do is connect the answer to specific questions from your questionnaire to specific fields in the Contractbook template you want to use to generate the agreement.

1. In Contractbook, you will have to create your own data processing agreement template and insert editable fields for any variable that you will ask about in your questionnaire. Or use the premade DPA template from our library, save it as your own and then make the necessary edits. Once your template is ready, generate an API key in your Profile Settings on Contractbook (under Contractbook's API). The next step is composing your questionnaire.
2. In Typeform, you can create a free account if you do not already have one. Create a new Typeform from scratch and make sure to ask at least for the recipient's name and email. This is also where you need to ask questions for each additional variable (Editable field) in your agreement. The next step will be to connect your contract with the questionnaire. 
3. In Zapier, you must also create a free account unless you do not already have one. Create a new zap and choose Typeform as your first step.
   A) Your first step will always act as the trigger initiating a series of actions. If you have not made any integrations with Typeform before, you will need to connect your account. When that is done you can select the questionnaire that you constructed in step 2.
   B) Now add the second step which becomes the action that is executed when your trigger is activated. Select Contractbook as the next step and connect your account with the API key that you generated in Contractbook during step 1. Choose the action to be Create a contract and start matching your answers from the questionnaire with the editable fields from your agreement template. You will then be ready to equip your automatic data collection workflows and save time.

If you have questions about setting up this automation, you are always welcome to reach out to our Support chat or by sending us an email. We will assist you to make the automated data collection work precisely as you will benefit most.