Reducing Duplicate Contracts in Sirion Labs CLM

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This company faced a challenge of users in Sirion Labs CLM frequently creating duplicate contracts with identical identifiers, causing inefficiencies in contract management and compliance risks. With Whatfix DAP, they implemented an in-app Pop-Up and Smart Tips to guide users to the correct contract creation process, resulting in a 75% reduction in duplicate contracts and significantly improving contract search and review times.

Users inadvertently created cloned, invalid contracts in Sirion Labs CLM when attempting to establish new agreements. These duplicates shared identical identifiers, such as contract IDs and FKIS information, which compromised contract reporting accuracy and compliance audits. The proliferation of duplicate contracts cluttered the CLM dashboard, making it difficult for users to locate the correct contracts. On average, it took users 5 minutes to find the right contract, impacting productivity and increasing time spent on contract management tasks. Additionally, admin teams had to manually delete or archive the duplicate contracts, taking more than a day to resolve these errors, further straining resources.

The company used Whatfix to create and implement an in-app Pop-Up to remind users to click the "Raise a Request" button instead of cloning a contract when creating a new agreement. The Pop-Up triggered a Flow that guided users to the correct page for new contract requests. Additionally, Smart Tips were placed on the "Raise a Request" button to reinforce the correct process for new contract creation.