Hey, good morning, everyone. Thanks for joining. Or good afternoon, depending on where you are. We'll just give everyone a couple more minutes here to get logged in, and then we'll get started. Awesome. Just to warm up the chat and the Q&A, just so you know where to find it, we like to just put something in the chat real quickly. If everyone could just put in the location where they are today, that would be great.

I'm gonna put mine in here, that way you can see where to put this. So, everyone feel free to put in where you're located, into the chat, that way you can find the chat, or the Q&A. And that would be great. That way, if you have questions during the webinar today, feel free to put them into the chat. We've got people all over the place. Looks like we have some European customers here, and we have some US, we have people from all over.

Awesome, thank you all for joining. Today we're going to be walking through getting started with Concord. So I'm actually going to take you through the first… basically, an implementation of the system. So we're going to be talking about how to set up the platform, how to set up users and folders, teams. Templates, workflows, so we're actually going to go through quite a few things pretty quickly, but that way you'll kind of get a sense of… maybe there's some things that you haven't implemented in the system yet for your own organization, and so hopefully this will help you understand how that all works in the system.

Okay, I think we probably can go ahead and get started. If you just joined, the reason you see all the different places there is I just had everyone put in where they're located, so feel free to do that if you haven't done that already. Also, that helps you find the chat or the Q&A, so… Great, let's go ahead and jump in. So, just for those of you that don't know me, I'm Zach Hintze, I'm the head of sales here at Concord. I've been with Concord for over 10 years now. I'm based out of Salt Lake City, Utah.

And, that's about it. I'm happy to be giving this webinar today. I see many familiar faces, so I know a lot of you, but for those of you that I don't know, it's great to meet you. This is my email address. If you have any questions after this webinar, if you need additional support or training, or have any questions about Concord, feel free to reach out to myself.

We also have our support email, which is also helpful because a lot of different people have access to that, so if you send an email to support at concord.app, it will get replied to by one of us, so feel free to do that as well. Great, let's go ahead and jump in here. Let me make sure I'm not missing something before I jump in. Okay, looks good. And so… I actually just created a new subsidiary in Concord, which is, like, a brand new account. I could not get it moved over to Horizon, so it's in our classic view, which is okay, because all the stuff we're going to be doing is in the settings anyway, which is the same between the different systems.

So… the idea behind this call today is, you know, hey, you just signed up for Concord, or you're just new at a company, or maybe you want to, kind of reorganize your account, and so… this is going to be covering what that whole process looks like, and I'm gonna stop my video here for the recording. So basically, what we've got here is the settings. So I've logged into my Concord account here, I've just gone down here to my settings.

And I'm going to be walking you through how to configure a brand new Concord account that has never been configured before. So the first thing that we're going to want to do is probably set up some, you know, users, teams, and folders. That's kind of the first thing to do here, and I will talk about the folder setup because You actually may or may not want to do that, depending on how you're bringing documents into the system. But, first of all, let's just start with a few users.

I've been doing a lot of implementations lately, and sometimes the people I'm… the companies I'm implementing, they don't want to add in all their users quite yet when they're first getting started. They first want to get everything set up in the system. And then once they're ready, they want to invite in the different users here. So that does make sense, but for now, go ahead and just add some users into the tool.

So I'll add in Steve here… And you can add in multiple users at the same time. So I'm just gonna add in a few of my colleagues here. Oh, I keep hitting the wrong button there. So I'll add in a few of my colleagues here. Great, and I can choose what I want to… what edit rights I want to give to them. So I'm gonna upload them both as creators for now, and I'll show you how to actually change those once we get them in the system. Let's actually do one more.

Let's put in… you know, watching me typing is not the most thrilling thing. So anyway, we got our different users here, Here's the access… Concord, and so when I put this message here, that'll go out to them as I invite them in the system, and I'll go ahead and just get them in there. Great. So I've got a few users in the system, I've added them now, and so now I'm ready to actually assign them to maybe a different role.

To assign them to a different role, I'm going to click on Administrator, right? Maybe I have a few of my colleagues that I want to be an administrator with myself, that's very common, and we do always, recommend having more than one admin. That way, if one of you is out of the office, and somebody needs something, you can have the other person, you know, be set up as an admin. So to do that, I just went into my roles here.

I clicked on Administrator. And now I'm gonna click Add User, and I'm gonna put in… Sally and Steve are gonna be admins with me, and then I'm gonna leave Alice, as just a simple creator here. The other thing that you can do is you can create a custom role. So, if you have, a specific role where you want to make, like, give them certain accesses but not other accesses, you can customize all of these different things in the system. So, a lot of our customers will set up, like, a sales role, which is specific for salespeople. They'll set up, like, a procurement role, which is specific for procurement people.

You could do that in the system if you want, you know, you don't have to, you could also just use one of our standard roles here as well. Going back into roles. So, just to quickly cover what these are, a viewer user is someone who has read-only rights in Concord, so they can come in and view documents, they can receive deadline alerts for their documents, and they can submit an intake request using the intake form.

So that's a viewer. These are not paid seats, so you have unlimited viewers with your plans. You can have as many of those as you want in the system, so that's a viewer. A collaborator is someone who's basically just there to, kind of upload and edit documents, you know, right here. A creator is someone who can create documents, edit, and sign documents.

You got a team manager who's someone that can also manage the users in the system, but they don't have the other admin access. And then admin is someone who can do everything, and they could see everything in the system as well. Okay? So, so far, we have our users set up, we have put them into the right roles, so I have a couple admins here.

Let me refresh this screen real quick, because it's not… Let me have that show up, I don't know, anyway. And then the other thing that we can do as well, is we can come up here to Preferences. And we're going to make sure Administrator Access is turned on, which it usually is not on by default, so you're going to want to click that on. What Administrator Access does is if you're an admin in the system, you're then going to be able to see every single document that's in the platform, whether you created the document or someone else did, so that's Administrator Access.

So, we have users set up, we put them into roles, and we have the admin access turned on. Now let's go ahead and create a few teams. So I'm gonna create a team for, just a couple different departments. I've got a sales team here. I'm also going to create another team for legal. I'll create a procurement team… I'll also do one for, the leadership team.

Or executives, whatever you want to call it. And of course, there, you know, this is just kind of a standard team. Maybe you want to do it by location. I have a lot of customers that have a lot of different locations, hotel groups, you know, restaurant groups, things like that, so they do them typically by location, or property, but you can really set them up however you'd like to.

And you'll see why the teams are important here in just a second. And then, once we have our team set up, we're gonna go ahead and go into the folders. So. What I always tell people on their first start with Concord is, if you are gonna do a bulk upload, and you have all of your documents somewhere today that has a folder structure.

I recommend not setting up a folder structure yet in Concord. I would recommend at this point, once we have the users and the team set up, I recommend doing the bulk upload to bring all of our documents into the system. And the reason for that is our bulk upload now has, it keeps the same folder structure as you upload it in the system, that the documents were in previously. So if you have them in, like, a SharePoint.

Or you have them on your desktop in local files, definitely you want to just do that bulk upload first, because it'll actually just keep that folder structure. Now, if you want to create a whole brand new folder structure in Concord anyway, it doesn't really matter. You could just, you know, create the folder structure first, and bring your documents in, and then move things around. So there's a number of different ways to manage that, but, Anyway, so this is where that bulk upload is.

You can do it yourself. I always recommend having us help you, because there's a couple little quirks with it. The biggest thing with the bulk upload is make sure you're only uploading PDFs that are signed documents. You're not uploading, you know, Excel documents, images, like, other, you know, video clips, audio clips. Just make sure you're only uploading those PDF files of signed documents. That's really what that this bulk upload is meant to be for. You also want to make sure the zip file is under 5GB. If it's over that, it just has issues with the upload time, because that's a lot of data, so we recommend breaking them up into 5GB. And I will say, a 5GB zip folder is quite large. That's typically, like, hundreds of thousands of documents, so that shouldn't be a problem. But, anyway, so you'll upload them with the new bulk upload that we're released last year, like I said, it will keep that folder structure as you bring it into the system.

So that's a bulk upload, but let's go ahead and make some folders here, just right inside the platform. So, I'm gonna create folders based on, departments, teams, things like that. So, we're gonna go ahead and create a sales folder. And I'll just show you real quickly how this all works. So, we're gonna do some main folders first, so sales, legal, procurement.

We're gonna create these first, and then I'll show you how to share them, and also how to create subfolders as well. So, legal, procurement, sales, we're gonna do HR. And do IT… great. So, here's some standard folders. Now I want to create a couple subfolders. So, under Legal, we're going to do NDAs. I'm gonna create that, but I'm gonna place it inside of the legal folder, okay?

I'm gonna create this, and I'll talk about sharing in just a second. Under legal, I'm also going to create, a folder for cases. And I'm gonna put that under legal as well. Now, one thing that people don't always understand when they're first starting with Concord is you actually can create, you can upload as many documents in Concord as you want, and they can be any type of document. So, a lot of our companies will do, like, their board minutes, which is… that's one that I'll put in here. I probably should do this under executive, but I'll just put it in legal for now.

You can do your board minutes, you can do your internal policies, HR documents, like, it could literally be any kind of document that you're uploading into Concord. So, as you can see, I've got my main and subfolders, and you can even create a subfolder off of a subfolder. So, for example, maybe I want to do USA NDAs. And then I want to do, like, European NDAs, or whatever, and you can separate them all out. So I'm going to come under the NDAs here, and I'm going to have a subfolder off of that. So you can see I've got multiple levels here.

So, kind of building out that folder structure, you would do this across all the teams. Now, let's talk about the access rights in the system, which is a really important part of the setup. So, I have my users here, I have my team set up, and I now have my folders. The way that we determine document access rights in Concord, and also the way that we determine who gets the notifications for their documents, is based on the access rights of the document. So, the way we control that is through folders. So, for example, in the legal folder here, I'm going to share this out.

To the legal team. And I'll also share that with the leadership team. So that's who has access to that specific folder. Now, every subfolder here, you can see the word inherited. The people that I've just added to the main folder automatically inherit the subfolders. And so that way, they can just easily tell, who has access to the different folders here in the system, and… and anyway, so… Anytime you add them to the main folder, they do automatically inherit the subfolder. Let's say that I have a specific person that I want to just give this legal NDAs folder access to. I can come in here, click share.

and let's say I just want to give Alice only access to that folder and not the other ones, I can do that. So I can add people directly to subfolders, without giving them an inheritance to any other folder in that structure. Okay? So I would just do the same thing here with all of my different folders. I'm going to share this out, I'm just gonna give this only to the leadership team, because it's HR documents, they're very, you know, sensitive documents. And so I can go ahead and just kind of… and maybe I want to just give everyone access to this IT folder, that's fine.

Sales, obviously, you just want to give that to sales team. So, hopefully you can see, very straightforward, but this is how you would set up the different permissions in the system, it kind of all starts, you know, step by step. So, as a recap, we set up our users, we set up our teams, we gave admin access so admins can see everything, and now we've set up the folders in the system.

And so, we're 16 minutes in, and our Concord account's already set up, right? Not quite yet. And obviously, this is a very simple layout. Most of our customers have Lots of folders they want to create, lots of team members they need to add in, you know, lots of teams. So this can take a little bit more time, but really it shouldn't take that long. Most of our implementations these days are lasting about 2 weeks. It is pretty quick to get Concord up and running, so… But if you're one of our current Concord customers, and you're seeing the way that I'm setting this up, and you're like, hey, mine's set up really differently, or maybe I want to tweak some things, feel free to do that, and feel free to reach out if you have questions.

So now let's talk about the actual system itself. So, these are all the basics, we've gotten people access, we have the folder structure set up, now we're ready to actually set up some of the workflows and automations in the system. So, to do that, the first thing I'm gonna set up is actually the approval workflow. Yeah, and if you have questions, put them in. I just… I just saw a question pop in.

If documents have been saved to a personal folder, how do you move them? Yeah, that's a great question. So, if you are somebody That, has created the worst sin of all… I'm just kidding, not really. But if you do have documents in your personal folder, that's a callback to a previous webinar, sorry. most of you probably weren't even on that webinar, but we talked about the personal folder, and the personal folder is where, if you upload a document into Concord and you don't put it into a specific folder, then it's gonna live in your personal folder. It's kind of like the placeholder for that document. You don't want to have anything in your personal folder, because if you do, other people can't see those documents. I mean, technically you could if you're an admin, but anyway.

you always want to move them out. So, if you did have a document in your personal folder here, you just simply go into that document. This, this use… let me, let me move to a different, different one real quick here, and I don't know if I have anything in my personal folder in this account. I probably don't, but let's look real quick.

Sorry, this is derailing us. Let me quickly do this, and then we'll jump back into it. So I'll just go to my personal folder… no, I don't. Alright, so I'll just go to a folder here that does have documents, and then I'll show you how to move them. So any documents in any folder, you just simply collect… you select the documents, and so let's just pretend like this is my personal folder, and then you just come in here to, move the documents, right here, move the folder.

And then you just choose the folder you want to move them to. That's all you have to do. Yo. Awesome, let's get back into the… Rocky Mountain Co. Another question here, how can we automatically integrate a document uploaded for signature to a specific folder upon signature? That is a great question, that's a workflow. I will show you that in just a second. Okay, we've got 11 minutes. We've got 11 minutes to do a lot of stuff here. Here we go. We're doing a 30-minute implementation today. So, where we're at right now, we've got our users, folders, and permissions set up through the… You know, either folder access or to, the roles. Now we're ready to set up some workflows and bring in templates, and set up some… so we're ready to set up approvals and the system workflows. We've got two different things here. So I'm going to first set up a couple approval workflows. So this is going to be a legal workflow.

We'll probably use this for, like, NDAs, legal reviews, stuff like that, so… put in a quick description there. I can block sharing until this is approved if I wanted to, so what this does is, like, if this is turned on, this has to go through the entire approval process before we can even share the document out. Because it's a legal review, you're probably going to have this some of these are gonna be during that review process, like, before you send it, some are gonna be after, so I'm not gonna turn that on.

I'll come in here and add a few of my different, teams or individuals. So in this case, I'm just gonna add the legal team, to this specific workflow. I'll also add the leadership team. So in this case, I added them both to the first step. I can choose if I want anyone to be able to approve it, or if I need it from every single person. Actually, I'm gonna adjust this real quick. Let's, Let's do that a different way, Okay, NDAs… etc. Alright, so I'm just gonna come down here. We're gonna do, leadership is gonna be step one.

And then we're gonna add another approval step for the legal team, which will be step two. And I'm just going to, leave it the way it is for now, and we're gonna save that. So, I've added a legal review workflow, which is right here. I can do another one, I'll do a deal desk workflow. This is going to be for sales deals that haven't been signed yet.

So this could be, like, the leadership team takes a look, probably have a sales leadership one, and then we also have, like, a sales team for step two, or whatever. So you can kind of see how this works, and you can put individuals there, or teams, So I have a couple workflows now in the system, so that's how we set those up.

The next thing that we need to do is actually create our template. So I'm going to come in here to create my template. And if this looks slightly different than yours, it's because I'm in Classic, because I couldn't get it to… Upgrade to Horizon. So, to create a template, I just want new template there. I'm going to drag and drop in my document. I'm going to make it a live document, I'm not going to import any comments or track changes, because I want to keep it clean, and then I'll go ahead and just upload this.

If I can get through all of this in 8 minutes, that will be legendary. We're almost there. So let's go ahead and set up this template in the system. It's just uploading real quick. Because we're also going to have to set up our smart fields, too, so we'll walk through that real quick. It's taking its sweet time to upload here, come on!

There we go. So, I've got my template here. As you can see, this one doesn't have any signature blocks in it, so I'm going to turn on that preset signature block. So, one of the first things we need to do is set up our signers. Well, before I even do that, Okay? And I'm going to choose what folder that's gonna live in, I'll put that in sales.

And it'll automatically move it there. So, the way it works right now is any document created from this template will automatically be put into the sales folder, because that's the folder that the template lives in. There is a way… For me, did I… Did I turn… what just happened there? Let me turn it into a template real quick. There we go, I've got my template now, make sure it's in the sales folder. It is, okay.

Alright, I must have uploaded that not as a template, which was my issue, so I just turned it into a template, we're good to go. Now I want to set up my signers, so I'm going to do one external and one internal. Because you always want to set signers first, that way you don't forget to do it later. Signing order, I'm going to leave open. You could choose to have them sign before you sign, that's signing order. I can auto-request signatures, which means as soon as one person signs, it'll automatically send a request to the second person, which you're going to want. And then I'm also going to use that preset signature block. That just means I have the block at the bottom. I don't need to necessarily put the signatures into to the document itself. However, if you do want to put them into the document, of course you can. So, we're ready here. I'm going to go ahead and apply an approval workflow to this one. So to do that, I click the little approval guy, click Set Approval, and I'm going to add our deal desk approval that I just created.

Look at that. So we now have this template in a folder, we have the signature set up, we have the approval workflow set up, and we're ready to go. Now, the other thing we need, though, is we have a few fields here that we should create as a smart field inside of Concord. So, What I like to do… Is create a new, or open up a new… instance here. I'm gonna click into my Smart Fields section.

which is here, and that way I can click back and forth between the document and see which fields I need to create. So it looks like I need address and entity name, so I'm going to go ahead and click Add Field here. Address, and this is going to be a text field. One recommendation on setting up smart fields in Concord. So, a smart field is a field that you're going to insert into a document to be filled in. It's kind of like a mail merge field or a fillable field. One thing about that is I would always use that as a text field, and the reason is if you… even if you have a number, if you put, like, a comma into the number, add any additional, you know, other things other than just straight text, then it's going to have an issue when you try to input it, so I just like to do everything as a text field when I'm using the smart fields here.

So I now have my smart fields. I'm gonna come back into my template, I'm gonna refresh this, just to make sure those fields get picked up as options. I'm gonna click Edit. I'll come over here, and I'll delete these fields for now. So address field is gonna go here. We're gonna always have somebody internal fill that out before we share it, so I'm gonna go any internal user.

Come over here to my address field. I'm gonna drop that right in the document. I do have it set as a required field here, as you can see, and then I'm going to do the same thing with the entity name. There we go. Alright, I've set up a few fields on my template. And we're ready. So basically, at this point, we have, oh, did I not click that? There we go. So I have my template set up, I've got some things here, I got it in the right folder. I can also click share, and just share it out with who I want to have access to it. So obviously, the sales team will need access, we'll probably have… Maybe actually everyone can just have access to this document. I could just click all if I wanted to as well. So that'll just give everyone access to that document if they needed to use it. So for things like NDA, sales agreements, stuff like that, you know, just give everyone access. Okay, so we're cooking right along here. So we've got, our templates set up, we've got the field set up, the approval workflows, the signature flow, it's all ready to go here in the system, so… This template would be ready to use, so anybody could come into Concord, click Start Draft, and they could prepare and share that document out from the system. Now, one thing to mention when I clicked share is, You can also set up their edit rights, and that's done really through their permissions in the system, your internal users, so depending on what permission you put them in, you know, creator, collaborator, or custom role, that's going to determine what they can do with that specific template. If they can edit, if they can only fill in fields, that type of thing.

Alright, let's create a system-wide workflow. We've got 2 minutes here, the world's fastest implementation, we're almost there. So we've got our template. Obviously, we would also do the bulk upload, which I'm not going to do in this case, because I don't have a bunch of documents to upload, but the other part of this process would be to bulk upload all of your existing documents, to bring them in the system, so that's another step there. But let's talk through that, the system-wide workflow. So there was a question about, hey, you know, if a document is uploaded for signature to a specific folder, like, how does that all happen?

So… yeah, so there's a couple ways to set up a workflow here in the tool. Let's set one up here for doc review. And so what we will do in this case is say, hey, anytime a document… is set… is in a certain stage, we're gonna add a specific people to review that document. Let's just say that's the one we'll do for today. So, document review workflow… Okay, so we're gonna come in here to my properties, and we're going to say anytime a document is in a stage.

So the stage is going to equal… Either review… And we're gonna do an OR in this case. So, stage one more time… So, stage equals… signing. So if we have a document in review or signing, we're gonna then automatically invite to the document a couple different people, so we're gonna invite in… I have a lot of different people here, because I'm in my big account.

We're gonna just invite in a few of our colleagues to review it, and we're gonna make them full editors. So this workflow, anytime you have a document in review stage, it'll automatically add people in so they can actually review the document. that's one type of workflow you could set up. You can also automatically move things to folders and do a bunch of different things. So, unfortunately, we are out of time, but hopefully you've kind of seen a nice, overview of how you would set the system up from the basics. And, it looks like I've got a recommendation for a next webinar, which I'm more than happy to do.

Let me just make the… a note of these things that you've requested. And we will definitely do a webinar on redlining, and the different flows that we do with that. So, absolutely. If you ever have any recommendations on webinars, or… what you want us to focus on next, just feel free to let me know, just like this person did, and we're more than happy to do that. So, thank you for your suggestions there, and we can definitely do that. Hopefully everyone has a great rest of the day, hopefully you've learned something.

Maybe, maybe not. This was kind of a basic training here, but if you have any questions, feel free to reach out, and as always, thank you for being a Concorde customer, or potential customer. Have a great rest of the day. We'll talk to you later.