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Contractbook Automations: Data Collection Made Easy as ABC

Ever wondered how long it takes to organize a mainstream music event such as Coachella, Glastonbury, or Roskilde Festival? The straightforward answer is - a pretty long time; year after year and legal firms represent a key role throughout the process. According to MENDIP, a municipality in England, and their event planning document for Glastonbury, for one week in June they welcome at least 200,000 people as temporary residents who take over the land of the Eavis family’s otherwise working dairy farm.

In addition, over 100 entertainment spaces, 1000 places to eat, 5000 toilets, and 15,000 hand-painted recycled oil drums, used as trash cans are granted access, but are all subject to regulations that have to be managed. Now throw in all of the acts scheduled to play over the course of that period of time, let alone prevention of crime, plus fire and public safety, licenses. The list is could be endless, and after all of this information so far leading into the planning document, we finally reach section 1.0 of 21 sections.

Importantly for the public and the acts themselves at mass events, they need to ensure their rights are met when it comes to video and photography reproduction due to copyright and image rights infringements. Data collection here is important.

When you start to look at these numbers associated with some of the biggest events in the world we then have to imagine the amounts of contracts sent between parties. Does the Eavis family, or their legal representatives, for example, really need to send 1000 individual contracts to places providing food? What if they had a system, a platform - we will call it Contractbook - with an inbuilt data collection process that enabled the same strings of data to be sent to each company.

What happens with the Data Collection tool?

Like all of our automation tools, the aim is to save time, money, and promote efficiency by limiting human error. There are many uses for the data collection tool. Some companies use it to collect signed data processing agreements or to finalize on-the-spot sales agreements.

The way we do that is via Typeform questionnaires where existing or potential clients fill in their signature details and answer maybe just a few basic questions. Based on this information, a contract is generated, sent containing the data they have submitted in the Typeform, and they will when we able to sign the contract right away. The end-user will then simply access the contract from an encrypted link in an email, read the contract, and verify their signature with an SMS verification code. Easy!

My interest is peaking, how do we do it?

Step 1. In Contractbook, you will have to create your own data processing agreement template and insert editable fields for any variable info that you will ask in your Typeform. Once your template is ready, go and create an API key in your Profile Settings on Contractbook. Now you need a questionnaire - Create the questionnaire.

Step 2. In Typeform, you need to register a free account if you do not already have one. Create a new Typeform from scratch and be 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 in your agreement. Now you connect the dots

Step 3. In Zapier, you must also create a free user unless you 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 created for this purpose.

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 made from your Contractbook profile. Choose the action to be Create a contract and start matching your answers from the questionnaire with the editable fields from your contract-template.

If you feel that Data Collection automation is something that you feel could help your business then head over to Automate for more information or, skip that and book a demonstration. If you already have the automate package and you need more help then contact us.

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