Managing Contracts with Regis via Coupa

Step-by-step: Reviewing and managing a contract

Step 1 – Receive and open the contract

• You will receive an email from Coupa notifying you that a contract is ready for review
• Click “Open Contract” in the email
• If prompted, enter the one-time password (OTP) sent to your email

What this means:
You now have access to the contract and are expected to begin your review

Step 2 – Review the contract content

• Open the document in Coupa and review all clauses carefully
• Check:
  • Commercial terms
  • Legal terms and conditions
  • Any required fields or placeholders

What is expected of you:

• Ensure the contract reflects your agreed terms before making changes

Step 3 – Make changes (if required)

Depending on what editing options are enabled, you may:

Option A – Edit in Coupa (if fields are provided)

• Complete required fields directly in the system

Option B – Edit offline (most common)

• Click Download for Edit
• Update the document using tracked changes or your preferred editing method
• Save your changes
• Upload the updated document back into Coupa

Important:

• Always upload your latest version back into Coupa
• Do not send revised contracts via email unless requested

This keeps all changes visible and tracked

Step 4 – Add comments and communicate changes

• Use the Messages section in Coupa to:
  • Explain your changes
  • Ask questions
  • Highlight areas for discussion

What is expected of you:

• Use Coupa messaging instead of email for all contract-related communication

This ensures all discussions are captured in the contract history

Step 5 – Track changes and review revisions

• If the contract is updated by Regis:
  • Open the latest version
  • Use Compare Versions to view all changes
• Review updates and confirm whether they are acceptable

What to expect:

• There may be multiple rounds of review and updates before the contract is finalised

Step 6 – Return the contract to Regis

• Once your review is complete:
  • Click “Share” in Coupa

Critical step:

• Your review is not complete until you click Share

This notifies Regis that the contract is ready for the next step

Step 7 – Sign the contract via DocuSign

• Once all parties agree:
  • You will receive a DocuSign email with the final contract
• Click Review Document
• Follow the prompts to:
  • Review
  • Sign
  • Submit

What happens next:

• The signed contract becomes the final, executed version

Frequently asked questions

Do I need to create an account?

No — you can access contracts via the secure link provided in the email invitation.

Can I edit the contract?

This depends on the contract setup:

• Some contracts are editable
• Others may be read-only, with comments provided via messages or tracked changes

Can I upload my own version of the contract?

Yes, when editing is enabled, you can download, update, and re-upload the document during the review process

How do I communicate changes or concerns?

Use the Messages section in Coupa to provide feedback or ask questions directly.

Do I still need to use email?

No — the contract review process is completed within Coupa, reducing the need for email exchanges.

How do I sign the contract?

All contracts are signed electronically using DocuSign after final agreement is reached.

What if I can’t complete something in Coupa?

• If you are unable to complete an action in Coupa, contact your Regis representative
• In some cases, parts of the process may be managed outside the platform

Support

For general Coupa support regarding the CLMA module, you can access the Coupa Supplier Help Content

For specific support regarding the contract terms you can either use the messages module within Coupa or contact your Regis representative (your existing point of contact).