How do I add a non-disclosure agreement to a project?

What will you find in this article?

• Setting up a Non-Disclosure Agreement (NDA): Uploading the agreement and determining the release method.

• Status in the communication overview: How to identify who has signed the agreement.

• Managing document access: Manually or automatically releasing files after signing.

• Reporting and costs: Generating reports and information on credit usage.

Summary

You add a non-disclosure agreement via the project details, requiring subcontractors to sign digitally before they gain access to the project documents. You can choose whether documents are automatically released after signing or whether you do this manually for each subcontractor.

Terms and target audience

This article is intended for general contractors who work with confidential project information. To use this feature, a connection to ValidSign is required, and credits are charged per subcontractor per project phase.

Setting up a Non-Disclosure Agreement

You can activate the non-disclosure agreement while creating a project or later via the project settings.

1. Navigate to Project Details and scroll down to the Non-Disclosure Agreement section on the right. 
   

2. Upload the document that serves as the agreement.

   • Automatic: Documents become available to the specialist immediately after signing.

   • Manual: Check the option "Manually release documents after signing" if you wish to retain control yourself first.

     Select an option for document release:

3. 

4. Save the changes. In the project details, you will now see that the agreement is active.

Status in the communication overview

In the communication overview, you can see the status of the signature based on icons.

• Blue closed padlock: The subcontractor has not yet signed the declaration.

• Blue arrow: The declaration has been signed and the specialist has access to the documents.

• Green lock: The declaration has been signed, but the documents still need to be manually released (using the manual method). 

When a specialist signs, you will receive an email confirmation and find the signed statement attached in your inbox within 12Build.

Manage access to documents

If you have opted for manual release, you must take the following steps after signing:

1. In the communication overview, select the subcontractors with a green lock icon.

2. Click the Edit button.

3. Select the option "Release files after confidentiality agreement."
   

4. After this action, the icon changes to a blue arrow, indicating that the specialist can view the documents.

Reporting and Costs

To obtain a complete overview of the status of the agreements, you can generate reports.

• Click the reporting option and choose between an overview of all received emails or a mailing list.

Cost information:

• Using this feature costs 1 credit per subcontractor per project phase.

• Credits are deducted from your existing bundle. Administrators can view current usage on the company profile page.

Frequently Asked Questions (FAQ)

Question: Can I also deactivate a non-disclosure agreement? Answer: Yes, you can modify or deactivate the non-disclosure agreement via the project details if it is no longer needed for the project.

Question: How does the subcontractor know they need to sign? Answer: The subcontractor receives a request via ValidSign. Only after the digital signature has been applied do they gain access to the document folder (depending on your settings).

Troubleshooting

• Symptom: The subcontractor states that they have signed but still does not have access.

  • Cause: You likely have the "manual release" option enabled.

  • Solution: Check if there is a green lock icon next to the name and follow the steps under 'Manage document access'.

• Symptom: I cannot activate the non-disclosure agreement.

  • Cause: There may not be enough credits available in your bundle.

  • Solution: Have the administrator check the credit balance on the profile page.